Administrative Assistant

InAlliance; United States; On-site; USD 42,000 - 54,000; Full time

Job summary

InAlliance is seeking an Administrative Assistant for the Community Training Program (CTP). The role provides comprehensive admin support, manages participant records, reviews reports, and assists in monthly billing. You may handle a small caseload of participants and cover as needed.

Responsibilities include clerical tasks, meeting minutes, timecard checks, billing, and onboarding new staff. Strong organizational skills and attention to detail are essential.

Qualifications

• Minimum two years’ experience in an administrative role, preferably in services for individuals with disabilities.
• Proficient in Microsoft Office and general office software.
• Strong organizational and time-management skills.
• Effective communication and attention to detail.

Responsibilities

• Provide general clerical support to ensure smooth program operations.
• Maintain and organize participant files with regular updates and archiving.
• Keep departmental records accurate and up to date.
• Attend staff meetings and take clear meeting minutes.
• Review participant timecards for accuracy before payroll submission.
• Assist in the billing process and maintain organized billing records.
• Organize and send participant progress reports to regional centers.
• Conduct weekly audits of staff documentation for accuracy and compliance.
• Verify staff mileage and timecards before payroll submission.
• Assist with onboarding new staff, including training on systems and audit trails.
• Support staff scheduling and coverage.
• Coordinate and maintain company vehicles.
• Provide direct support to program participants as needed, including small caseload management.
• Demonstrate effective time management and prioritization.

Education

High School Diploma

Bachelor's degree in human services or related field

Tools

Microsoft Office

Job description

The Community Training Program (CTP) Administrative Assistant is responsible for providing comprehensive administrative support to the CTP team. This role includes managing participant records, reviewing reports, and assisting in monthly billing, contributing to smooth and efficient program operations. The administrative assistant may maintain a small caseload of participants and provide coverage as needed.

Essential Functions*:

• Provide general clerical support to ensure smooth program operations.
• Maintain and organize participant files, including regular updates and archiving.
• Keep departmental records accurate and up to date.
• Attend staff meetings and take clear, concise meeting minutes.
• Review participant timecards for accuracy before submitting to payroll.
• Assist in the billing process and maintain organized billing records.
• Organize and send participant progress reports to regional centers.
• Conduct weekly audits of staff documentation for accuracy and compliance.
• Verify staff mileage and timecards before submitting to payroll.
• Assist with onboarding new staff, including training on computer systems, voicemail, timecards, and audit trails.
• Support with staff scheduling and coordinating staff coverage.
• Aid in the coordination and maintenance of company vehicles.
• Provide direct support to program participants as needed, which may include managing a small caseload.
• Utilize effective time management, establish work priorities, and organizational skills.

*Must be able to perform essential functions of this position with or without accommodations.

Qualifications

Required Education and Experience

These qualifications are guidelines, not hard and fast rules, so if you have 70% of the qualifications listed, we encourage you to apply. Experience can include paid and non-paid experience including volunteer work and lived experience that helped you to build the competencies, knowledge, and skills needed for this position. Applying allows you to be considered.

Education:

• High School Diploma

Experience:

• Must have a minimum of two years’ experience working in an administrative capacity, preferably in services for individuals with disabilities, with indications of increasing levels of responsibility.
• Proficiency in Microsoft Office.

Preferred Education and Experience

Education:

• Bachelor's degree in human services or related field.
• CPR/First Aid Certification.

Experience:

• Experience working with adults with developmental disabilities, preferably in an inclusive and integrated setting.

Additional eligibility requirements

• Must be able to verify employment eligibility under USCIS I-9 requirements
• After a conditional job offer has been made, a pre-employment screening will be required. InAlliance will consider qualified applicants, including those with criminal histories, in a manner consistent with state and local "Fair Chance" laws.
• CA Driver License
• Auto Insurance
• CPR/First Aid Certification must be obtained within 30 days of hire

InAlliance is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: InAlliance is committed to equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at InAlliance are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. InAlliance will not tolerate discrimination or harassment of any kind. InAlliance encourages applicants of all ages (18+).