Hybrid Office Assistant: Records & Front Desk Support

San Andreas Regional; San Jose, Northern (CA, KY); Hybrid; USD 36,000 - 48,000; Full time

Job summary

San Andreas Regional Center is seeking a detail-oriented records support specialist to maintain electronic client files and assist at the front desk. Responsibilities include preparation, scanning, indexing, and ensuring quality of electronic documents, plus backup reception duties during lunch breaks.

The role emphasizes accurate data handling, compliance with retention rules, and collaboration with team members in a nonprofit California environment.

Qualifications

• Knowledge of basic office methods and procedures.
• Ability to perform routine clerical work.
• Ability to operate a computer and basic office equipment.
• Ability to arrange items alphabetically and numerically.
• Able to lift 10-20 pounds.
• Able to type a minimum of 45 wpm.
• Able to maintain a cooperative relationship with other employees.

Responsibilities

• Receive, organize, prepare and prioritize departmental documentations for scanning and indexing to electronic imaging system for retrieval and archiving for all departments as assigned.
• Input document into the client’s records electronic imaging systems via scanning devices.
• Ensure that image qualities of scanned documents are appropriate and confirm to company standards.
• Assign appropriate indices to scanned documents according to electronic document guidelines.
• Help prepare, scan or print document in preparation for Agency audits.
• Cover reception desk for lunch breaks and call-in backup coverage to include: Greeting visitors, scheduling conference rooms and notifying employee of meeting arrivals.

Skills

Office basics

Clerical work

Computer skills

Typing speed

Interpersonal skills

Education

High school diploma or equivalent

College credits/2 years = 1 year experience

Tools

Scanner handling

Job description

San Andreas Regional Center is seeking a detail-oriented records support specialist to maintain electronic client files and assist at the front desk. Responsibilities include preparation, scanning, indexing, and ensuring quality of electronic documents, plus backup reception duties during lunch breaks.

The role emphasizes accurate data handling, compliance with retention rules, and collaboration with team members in a nonprofit California environment.