Administrative Services Specialist I

Pacific Clinics; Pomona (CA); Hybrid; USD 32,000 - 39,000; Full time

Benefits offered by this job

Benefits start day one

Medical, dental, vision

401K match up to 4%

Generous PTO

Job summary

Pacific Clinics in Pomona, CA is seeking an Administrative Support Specialist I to provide client‑facing and administrative support. Duties include answering phones, scheduling, filing, document prep, and assisting with various tasks in a fast‑paced, team‑oriented environment.

The role requires excellent organizational and communication skills, attention to detail, and the ability to interpret for clients in languages other than English when needed.

Qualifications

• High school diploma or equivalent required.
• 1+ year of general office/administrative experience preferred.
• Experience handling confidential information and working with diverse teams.

Responsibilities

• Answers incoming calls and greets visitors.
• Schedules meetings and maintains department calendars.
• Prepares, copies, scans, and distributes documents and reports.
• Organizes and maintains files and databases for accuracy.
• Performs data entry and updates information in systems.
• May interpret for clients in languages other than English as needed.
• Performs other related duties as assigned.

Skills

Microsoft Office Suite

Communication skills

Customer service

Data entry

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

• Microsoft Office Suite proficiency preferred

Overview

Schedule

Monday through Friday, from 8:45am-5:15pm (Mondays alternate closing at 6:30pm, Fridays remote work)

Compensation We Offer

• The initial compensation for this position ranges from $23 to $28.23 Per Hour, depending on experience, location and internal equity considerations

Benefits We Offer

• Benefits Eligibility starts on day ONE
• We provide a robust benefits package which includes medical, dental, vision, See our Benefits Page HERE.
• 401K Employer Match up to 4%
• Competitive Time Off Plans

Pay Range

$23 - $28.23

Job Summary

An Administrative Support Specialist I is responsible for providing client facing and administrative support. Duties include answering phones, managing schedules, organizing files, preparing documents, and assisting with various tasks as needed. This role requires excellent organizational and communication skills, attention to detail, and the ability to work effectively in a fast-paced team-oriented environment. Client needs may include ability to speak with and interpret for clients in a language other than English.

Responsibilities

• Delivers effective, responsive client-facing assistance ensuring a professional and positive client service experience.
• Answers incoming calls, greets visitors, and provides basic information or directs inquiries appropriately.
• Assists with scheduling meetings, appointments, and maintaining department calendars.
• Prepares, copies, scans, and distributes documents, correspondence, and reports.
• Organizes and maintains files, records, and databases to ensure accuracy and accessibility.
• Performs data entry and updates information in spreadsheets or systems as directed.
• Assists with ordering office supplies and maintaining inventory.
• Provides general administrative support to staff, including mailing, filing, and routine clerical tasks.
• Completes assigned projects and tasks on time with attention to detail.
• Ensures confidentiality and proper handling of sensitive information.
• Helps maintain an organized and clean work area.
• Supports cross-departmental needs as directed by supervisor.
• May include communicating with and interpreting for clients in a language other than English
• Performs other related duties as assigned.

Qualifications

• High school diploma or equivalent and one (1) or more years of relevant experience required.
• One (1) year of general office, clerical, or administrative experience preferred.
• Experience handling confidential information and working with diverse teams.
• Basic computer and data entry skills required.
• Experience working with families, providers, and payers in a behavioral health or therapy setting, and communicating in a language other than English to ensure client needs are met.
• Experience in a healthcare, nonprofit, or client-centered environment preferred.
• Microsoft Office Suite proficiency preferred
• Knowledge of client record management and scheduling systems preferred.
• Administrative coursework preferred.

Job Competencies

• Customer service and professional communication skills.
• Basic organizational and time management abilities.
• Attention to detail and accuracy in work.
• Ability to follow instructions and complete routine tasks independently.
• Basic proficiency in Microsoft Office (Word, Excel, Outlook) or similar applications.
• Flexibility to manage multiple tasks in a fast-paced environment.
• Speaks with and interprets for clients who may not speak or understand English.
• Ability to work cooperatively and effectively with colleagues.
• Dependability and accountability for assigned tasks.

Physical Requirements

The work environment conditions as described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee may be required to use hands to handle or feel objects, tools or controls; reach with hands and arms; and taste or smell. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

N/A May have unsupervised contact with children. Requires full background check and TB Exam. Equal Opportunity Employer We will consider for employment qualified Applicants with Criminal Histories in a manner consistent with ordinance 184652 Sec.189.04 (a) and San Francisco Police Code, Article 49. Section 4905.