Administrative Assistant

Talentify; Walnut Creek (CA); On-site; USD 48,000 - 56,000; Full time

Job summary

Talentify is seeking an Administrative Assistant to support the Community Business Director with AR/AP, payroll, HR tasks, and month-end close processes. The role includes receptionist duties, filing, data entry, and coordinating office operations.

The candidate should have a high school diploma or GED, strong MS Office skills, and the ability to handle multiple tasks with accuracy. Some driving may be required; position is on-site.

Qualifications

• High school diploma or GED required; 1–3 months related experience preferred.
• Proficient with Microsoft Office and basic internet navigation.
• Ability to read, write, and follow simple instructions.

Responsibilities

• Support Community Business Director with accounts receivable, billing statements, and aging reports.
• Assist accounts payable: code invoices and data entry into systems.
• Support payroll processes and timekeeping procedures.
• Assist HR tasks: new hire orientation, personnel files, and training records.
• Assist month-end close and account research as needed.
• Provide receptionist phone coverage.
• Order and manage office supplies.
• May drive company vehicle if required.
• Support sales by scheduling tours and answering inquiries.
• Perform other duties as needed.

Skills

Communication

Attention to detail

Time management

Data entry

Customer service

Education

High school diploma or GED

Tools

Microsoft Office

Accounts software

Internet navigation

Job description

Responsibilities

Performs the administrative and business office services tasks as assigned by the Community Business Director.

• Assists the Community Business Director with accounts receivable function to include maintaining resident data in systems and files. This may include input of ancillary charges and monthly billing statement generation, review of aging reports and supporting collection efforts.
• Assists the Community Business Director with accounts payable to include coding of invoices, data entry into systems; making copies and filing of vendor files.
• Assists the Community Business Director with payroll functions by running daily punch reports, correcting missed punch corrections and supporting pay period end functions and filing; train staff to proper time clock procedures.
• Assists the Community Business Director with human resource functions such as new hire orientation, enrollment and plan changes; maintaining of personnel files (with controlled access to files under the direction and supervision of the Community Business Director or Executive Director) and tracking of FMLA, Worker’s Compensation, and other programs as assigned.
• Assists the Community Business Director with month end close procedures in collection of month end accruals from department heads; assists with account research as necessary.
• Assists with direct phone coverage with receptionist staff.
• Manages and orders community office supplies as needed.
• May drive company vehicle from community to social and other various destinations (only if required by community).
• Supports sales effort by scheduling tours, completing phone inquiries, conducting tours as needed.
• May perform other duties as needed and/or assigned.

Qualifications

• High school diploma or general education degree (GED); or one (1) to three (3) months related experience and/or training; or equivalent combination of education and experience.
• Proficient computer skills with experience using Microsoft Office and ability to navigate the internet.
• Must successfully complete all Atria specified training programs.
• State required training guidelines.
• Able to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Able to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Able to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
• Ability to deal with problems involving a few concrete variables in standardized situations.
• Able to work various schedules and shifts as needed.