Administrative Assistant

Ultimate Staffing Services; Upland (CA); On-site; USD 42,000 - 60,000; Full time

Job summary

Ultimate Staffing Services currently seeks an Administrative Assistant to provide comprehensive administrative and clerical support for programs and office locations. The role includes front desk duties, scheduling, maintaining confidential records, and delivering excellent customer service to clients and staff.

Ideal candidates are highly organized, detail-oriented, professional, and committed to supporting mission-driven behavioral health and community-based services.

Qualifications

• High school diploma or GED required.
• 1–2 years of administrative, clerical, receptionist, or office support experience.
• Excellent verbal and written communication skills.
• Strong organizational, multitasking, and time management abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to handle confidential information with discretion.
• Strong customer service skills with a professional demeanor.

Responsibilities

• Greet and assist clients, families, visitors, and community partners professionally.
• Answer, screen, and direct incoming phone calls and take messages.
• Schedule appointments, meetings, trainings, and intake assessments.
• Maintain confidential client and employee records in compliance with privacy laws.
• Prepare, process, file, and distribute reports, forms, and documentation.
• Monitor office supply inventory and coordinate orders as needed.
• Support onboarding and administrative processes for new employees.
• Assist leadership with calendar management, meeting coordination, and special projects.
• Enter, update, and maintain information in electronic records and databases.
• Coordinate incoming/outgoing mail, packages, and deliveries.
• Ensure smooth day-to-day operations and a welcoming environment.
• Provide administrative support to program staff and facilitate interdepartmental communication.
• Perform additional administrative duties and special projects as assigned.

Skills

Verbal communication

Written communication

Organization

Multitasking

Time management

Customer service

Education

High School Diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

Position Summary

The Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient operation of programs and office locations. This role is responsible for managing front office activities, scheduling appointments, maintaining confidential records, supporting staff and leadership, and delivering exceptional customer service to clients, families, community partners, and employees. The ideal candidate is highly organized, detail-oriented, professional, and committed to supporting a mission-driven organization that serves individuals and families through behavioral health and community-based services.

Essential Duties and Responsibilities

• Greet and assist clients, families, visitors, and community partners in a professional and welcoming manner.
• Answer, screen, and direct incoming phone calls; take messages and respond to inquiries promptly.
• Schedule appointments, meetings, trainings, and intake assessments.
• Maintain confidential client and employee records in compliance with applicable privacy and confidentiality regulations.
• Prepare, process, file, and distribute reports, correspondence, forms, and other documentation.
• Monitor office supply inventory and coordinate ordering as needed.
• Support onboarding and administrative processes for new employees.
• Assist leadership with calendar management, meeting coordination, and special projects.
• Enter, update, and maintain information in electronic record systems and databases.
• Coordinate incoming and outgoing mail, packages, and deliveries.
• Ensure smooth day-to-day office operations while maintaining a professional and welcoming environment.
• Provide administrative support to program staff and facilitate effective interdepartmental communication.
• Perform additional administrative duties and special projects as assigned.

Required

• High School Diploma or GED required.
• Minimum of 1-2 years of administrative, clerical, receptionist, or office support experience.
• Excellent verbal and written communication skills.
• Strong organizational, multitasking, and time management abilities.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Strong customer service skills with a professional and positive demeanor.

Preferred Qualifications

• Experience supporting behavioral health, healthcare, nonprofit, or human services organizations.
• Familiarity with electronic records systems or database management.
• Bilingual communication skills are a plus.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.