Administrative Assistant (Confidential Position)

Regional Center of the East Bay; San Leandro (CA); On-site; USD 63,000 - 93,000; Full time

Benefits offered by this job

Vacation & sick leave

Paid holidays

Health insurance

Dental & vision

Retirement plan

Student loan forgiveness

Work from home

Employee assistance program

Job summary

Regional Center of the East Bay seeks an Administrative Assistant to provide confidential support to the Director of Community Services. The role involves coordinating meetings, drafting correspondence, maintaining records, and aiding with department projects and operations.

You will handle scheduling, reimbursements, and minutes for committees, and ensure smooth day-to-day functioning with strong organizational and communication skills.

Qualifications

• High School diploma or GED required.
• Two years of secretarial/administrative experience.
• Typing at least 50 wpm and ability to compose letters.
• Ability to create and update information in spreadsheets.
• Ability to manage databases and organize data.
• Experience handling multiple projects simultaneously.
• Excellent interpersonal and written communication skills.
• Valid driver’s license required and driving acceptable.
• Demonstrate cultural awareness when working with diverse populations.

Responsibilities

• Provide confidential administrative support to the Director of Community Services.
• Coordinate department meetings and assist with agendas/minutes.
• Draft letters and correspondence as needed.
• Assist with projects and track reimbursements.
• Maintain office supplies and prepare routine filings.
• Open mail and prioritize responses; handle urgent calls in Directors' absence.
• Prepare and update statistics using spreadsheets; support staff schedules.
• Provide back-up support to other admin staff as needed.

Skills

Typing 50 wpm

Excellent communication

Organizational skills

Interpersonal skills

Discretion with confidential info

Driver's license

Multitasking

Administrative support

Education

High School diploma or GED

Tools

Spreadsheet software

Database software

Job description

POSITION TITLE: Administrative Assistant- Confidential Position

SALARY RANGE: $2,425.68 - $3,583.83 Bi-weekly / $63,067.68- $93,179.58 Annual

REPORTS TO: Director of Community Services

The Regional Center of the East Bay (RCEB) is one of 21 Regional Centers that are community-based, private non-profit corporations under contract with the California Department of Developmental Services. RCEB provides intake, assessment, diagnosis, and coordinates community-based services for over 25,000 children and adults with developmental disabilities in Alameda and Contra Costa counties.

RCEB envisions a future where persons with developmental disabilities are truly a part of the community. Persons with developmental disabilities receive supports and services they need to succeed. The supports and services change as the need changes.

In our dream, children with developmental disabilities live with families in typical communities. Many choose to attend their neighborhood schools and play with neighborhood friends. Adults with developmental disabilities live in the residence of their choice – with family members, with friends, or with their spouse / significant other. They engage in activities of their choice – work, volunteering, education, training, or leisure. They have meaningful relationships with friends and coworkers and are seen as valuable, contributing members of their communities.

POSITION SUMMARY

The Administrative Assistant provides confidential administrative and secretarial support to the Director of Community Services, coordinating meetings, preparing correspondence, maintaining records, and assisting with departmental projects and operations. This role supports committee activities, tracks schedules and reimbursements, maintains office supplies, and helps ensure the efficient day-to-day functioning of the Community Services Division. The position requires strong organizational, communication, and time-management skills, sound judgment, attention to detail, and the ability to handle confidential information with discretion.

DUTIES AND RESPONSIBILITIES

• Provides secretarial and administrative support of a confidential nature to the Director of Community Services.
• Coordinate department and other meetings as assigned
• Draft letters of correspondence
• Coordinate and assist with projects
• Prepare agendas, attends, takes and distributes minutes for various agency and/or board committees as assigned.
• Complete routine filing.
• Opens mail for Directors ensuring a timely response and distribution.
• Respond to/redirects urgent phone calls in the absence of assigned Directors of Community Services.
• Originates and updates spreadsheets necessary for developing statistics for the area.
• Coordinates and maintains office supplies for the unit.
• Tracks and reviews individual reimbursement forms, time sheets, staff schedules, etc.
• Provides back up to other administrative support staff on an as needed basis.
• Other duties as assigned.

MINIMUM QUALIFICATIONS

• High School graduate or GED equivalent. Two years secretarial/administrative experience required.
• 50-wpm typing required. Ability to compose letters from oral and written instruction.
• Ability to understand, develop and update information in a spreadsheet program.
• Ability to understand, develop and update information in a data base program.
• Ability to analyze and organize data.
• Demonstrated ability to handle the demands of working on multiple projects simultaneously.
• Excellent interpersonal and team building skills.
• Excellent oral and written communication skills.
• Automobile and valid driver’s license required.
• Demonstrate cultural awareness and sensitivity and an ability to work effectively with culturally diverse populations.

PHYSICAL REQUIREMENTS

• Primarily sedentary work involving frequent computer use and routine movement within the workplace.
• Occasionally lifts and carries work materials and equipment, such as a laptop, weighing up to 10 pounds.

WORK ENVIRONMENT

• Work is generally performed in an office environment with moderate noise.
• The position may occasionally involve interaction with individuals experiencing distress.

BENEFITS

At the Regional Center of the East Bay, we offer a full spectrum of competitive benefits including:

• 3 weeks paid vacation + 12 sick days
• 14 paid holidays + 3 floating holidays
• Multiple options for medical care (including Kaiser at 100% employer paid for employee)
• Dental and vision plans
• CalPERs Retirement (pension)
• Student Loan Forgiveness*
• Work at Home schedules, if applicable
• Employee Assistance Program, including mental health care

*The Public Service Loan Forgiveness program is a federal program that forgives student loan debt for nonprofit employees after 120 qualifying payments. Employees who work at least 30 hours per week for a governmental, 501(c)(3) nonprofit, or other qualifying nonprofit organization may apply to have the balance of their student loans forgiven (tax free) after making 120 monthly payments.

Regional Center of the East Bay (RCEB) does not discriminate against job applicants on account of race, color, creed or religion, national origin including language use restrictions, sex, gender, gender identity or expression, age, sexual orientation, marital status, physical or mental disability, medical condition or HIV/AIDS status, political affiliation, military or veteran status, genetic characteristics, or ancestry.