Administrative Assistant [Lawrence L. Frank Center]

AbilityFirst; Pasadena (CA); On-site; USD 28,000 - 39,000; Full time

Benefits offered by this job

comprehensive health coverage

403b with agency contribution

vacation/sick time

weekly meditation/mindfulness

professional development opportunities

Job summary

AbilityFirst in Pasadena, CA is seeking an Administrative Assistant (Full-Time) to support front-office operations and program activities. The role reports to the Program Director and requires strong organizational and computer skills, with occasional weekends as needed.

The position entails answering phones, coordinating communications, maintaining participant and staff files, and assisting with HR, events, and financial reporting.

Qualifications

• High school diploma or equivalent required.
• 1–2 years of administrative assistant experience preferred.
• Strong organizational and computer skills including Microsoft Office are required.
• Detail-oriented with good documentation practices.
• Must be able to work with diverse groups and communicate effectively.

Responsibilities

• Answer phones and guide volunteers on call protocols and program information.
• Process and check mail.
• Schedule and set up meetings, intakes, and interviews using team calendars.
• Prepare meeting materials and documents.
• Lead tours for families and community partners.
• Maintain files and ensure regulatory compliance.
• Assist with onboarding and HR-related tasks.
• Support financial reporting and donations processing.

Skills

Administrative experience

MS Office

Communication skills

Attention to detail

Driver's license (pref)

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Description

JOB TITLE: Administrative Assistant (Full-Time)

REPORTS TO: Program Director

SCHEDULE: Monday-Friday (9:00am –6:00pm) [Occasional weekends as needed]

LOCATION: Lawrence L. Frank Center - Pasadena, CA

STATUS: Full-Time, 40 hrs/wk, Non-Exempt

DRIVER POSITION: Yes [ If yes, see driving policy below]

SALARY RANGE: $24.00/hr

ABOUT US:

At AbilityFirst, we are dedicated to helping individuals with disabilities achieve their personal best. Our mission is to look beyond disabilities, focus on capabilities, and expand possibilities. We believe in looking beyond disabilities, focusing on capabilities, and expanding possibilities. Our dedicated team works tirelessly to provide programs that assist people with disabilities in achieving their personal best throughout their lives.

ABOUT THE ROLE:

The Administrative Assistant plays a central administrative and operational role at the program site. This position is responsible for ensuring efficient front-office operations, coordinating communication, supporting regulatory and keeping employee files up to date, and assisting with financial reporting. The Administrative Assistant also supports facility needs, manages program documentation, and plays a key role in welcoming families, volunteers, and staff.

KEY RESPONSIBILITIES

Administration & Office Operations

• Answer phones and guide volunteers on call protocols and program information
• Process and check the mail
• Schedule and set up meetings, intakes, and interviews using team calendars
• Prepare meeting materials (agendas, coffee/snacks, copies, notes, etc.)
• Lead tours for prospective families and community partners
• Manage sign-ups and logistics for special events and holiday activities
• Maintain staff and participant files, ensuring compliance with regional center and community care licensing requirements.
• Maintain swimmer files, where applicable.

HR & Training Support

• Track and ensure staff certifications and trainings are current
• Upload training records and maintain personnel files
• Assist Program Director with administrative functions related to hiring and the onboarding process for new hires

Inventory & Supply Management

• Order and organize office, housekeeping, and program supplies
• Maintain and track merchandise inventory (e.g., program shirts)

Facilities & Contractor Coordination

• Coordinate with landscaping and housekeeping contractors; report issues to Facilities Director
• Submit work orders and communicate facility concerns to appropriate parties

Regulatory Compliance

• Assist with annual licensing paperwork and audits
• Maintain organized licensing records and documents
• Prepare for and assist during regulatory visits
• Support lead testing (in community centers with licensed afterschool programs only), annual fire safety checks, and health department visits, including documentation

Program Support

• Review participant records in ProCare, including care needs and support plans
• Assist in ProCare data entry, annual paperwork uploads, and POS review
• Step into ratio supervision as needed, but not on a regular basis

Financial & Donation Management

• Accept and track program funds and donations per cash handling policy (cash, check, credit card)
• Issue receipts and create transmittals for accounting
• Handle bank deposits and use check reader for payments
• Manage and reconcile petty cash, submit check requests as directed
• Cash handling and transmittals for special events

Other Duties

• Uphold our commitment as a Mandated Reporter, ensuring the safety and well-being of all participants.
• Complete all required staff training assigned each quarter.
• Other duties and responsibilities as assigned to support the mission of the program and organization.

Requirements

QUALIFICATIONS

• A High School diploma or equivalent is required.
• 1-2 years of experience as an administrative assistant, office coordinator, office manager, or any similar related job title is preferred.
• Strong organizational and computer skills including Microsoft Office is required.
• Must be detail-oriented and able to maintain accurate documentation is required.
• Strong written and verbal communication skills is required.
• Must be able to provide physical assistance including lifting or transferring participants if needed in program ratio is required.
• Strong written and verbal communication skills is required
• Ability to work effectively with people of diverse races, ethnicities, and sexual orientations in a multicultural environment is required.
• Experience supporting individuals with disabilities is is preferred.
• Valid Driver’s License is preferred
• Must be able to work evenings/weekends as needed.
• Ability to obtain First Aid/CPR certification and clear background check (LiveScan).
• Successful completion of background (LiveScan) check.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

• Prolonged periods of sitting at a desk and working on a computer.
• Changes in the environment, such as the office or outdoors.
• Physical effort/lifting, up to 25 pounds at times.

SPECIAL CONDITIONS:

Mandated Reporting Requirements: The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.

Senate Bill No. 792 amended Sections 1597.055 and 1597.54 of, and added Sections 1596.7995 and 1597.622 to, the Health and Safety Code, relating to day care facilities. This requires that all employees working in day care facilities be vaccinated for Pertussis (Whooping Cough), Measles and Influenza. On an annual basis you are required to show proof that you have received the flu vaccine or complete the Employee Certification of Declining Vaccination. AbilityFirst encourages all employees to get vaccinated against the flu, if a doctor has said it is safe for you to do so.

Candidates selected for this position will be required to successfully complete the following as a condition of employment:

• TB Test
• Live Scan (fingerprinting/background check)
• Drug Screening
• Required vaccinations: Hepatitis B, TDaP, and MMR
• Physical / fitness-for-duty clearance

Driver Positions:

Applicants are required to provide a copy of their driving record from the Department of Motor Vehicles, along with a copy of their valid driver’s license and proof of insurance. Job offers are contingent upon a satisfactory driving record. Examples of an unsatisfactory driving record include:

• Suspended or revoked license
• Three or more moving violations in the past 36 months
• Any violations, including drugs, alcohol, controlled substances, within the past 24 months
• Reckless driving, including hit and runs, within the past 24 months
• At fault accidents, resulting in fatality or serious injury, within the past 5 years

The motor vehicle record will need to include a review of all states listed on the individual's employment application and resume. See instructions on obtaining your driving record below:

https://www.dmv.ca.gov/portal/customer-service/request-vehicle-or-driver-records/online-driver-record-request/

For driver positions, driving is an essential job function and cannot be reasonably accommodated, employment may be discontinued.

NOTE: All staff members will be considered introductory employees for the first three months of employment and will not be considered regular employees until the conclusion of this period. Ability First reserves the right to extend an employee’s introductory period. In no way does the expiration of this introductory period change the fact that all employees are at-will. It is the supervisor’s responsibility to orient the employee and to communicate the expectations of the supervisor and Ability First, as well as to evaluate whether the employee has the necessary level of skill, job knowledge, motivation, and attitude to become a regular member of the Ability First staff. New employees are also encouraged to seek guidance and assistance during this period. Employees who fail to demonstrate the expected commitment, performance and attitude may be terminated at any time during the introductory period. However, completion of the introductory period does not change or alter the “at-will” employment status. Employees continue to have the right to terminate their employment/business relationship at any time, with or without cause or notice, and Ability First has the same right. The organization, in its sole discretion, may change the job duties, responsibilities and assignments of any position, at any time.

BENEFITS & PERKS:

• comprehensive health coverage
• 403b with agency contribution
• vacation/sick time
• unique perks including weekly meditation/mindfulness and professional development opportunities that are tailored to your individual career growth.

EEO STATEMENT:

All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. Ability First does not discriminate on the basis of any protected status under federal, state, or local law.

Ability First is an equal opportunity employer committed to a diverse and inclusive workforce. In addition, the organization will consider employment-qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.