Administrative Assistant Jobs

CBEM brings lasting, positive changes to the individuals with developmental disabilities we serve, some of whom experience mental illness. Our process begins with observations from which we design a comprehensive plan. It continues on as we teach our clients and their circle of support how to obtain positive, sustainable outcomes.
Position Reports to: President of Clinical Services
Job Classification: Non-exempt, hourly
Position: Full-time, 40 hours/week
Location: Lafayette, CA (on-site)
Pay Rate: $30.00 per hour
Summary
Under the direction of the President of Clinical Services, the Administrative Assistant works out of our Lafayette, California Support office. The Administrative Assistant supports the President of Clinical Services as well as Lafayette Support Office (LSO) team members and the President of Clinical Services. The Administrative Assistant will interface with our Business Manager, as well. The Administrative Assistant plays an important role in our Lafayette Support Office. This position is responsible for organizing, planning, completing clerical and administrative tasks, and supporting our strategic initiatives.
The following duties are inclusive of but not exclusive of the job responsibilities:
Office Administration

• Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, scanning documents, and creating reports
• Ensure the professional appearance of the Lafayette office by ensuring that common areas such as the reception, kitchen, and production areas are properly equipped, tidy, and clean
• Identify opportunities for process and office management improvements and design and implement new systems
• Support office policies and procedures and ensure they are implemented appropriately
• Oversee and support all administrative duties in the office and ensure that the office is operating smoothly
• Stock and maintain the Lafayette office supply closet as well as kitchen supplies
• Place supply orders as needed
• Order and pick up breakfast and lunch items as needed for our employees
• Coordinate all travel/travel needs for the administrative team as needed
• Perform receptionist duties: greet visitors, answer and direct emails, texts, and phone calls
• Scribe (take meeting minutes) for various meetings as needed
• Receive and sort incoming mail and deliveries, and manage outgoing mail
• Assist with credit card expense reports for the President of Clinical Services
• Shipping via FedEx, UPS, USPS, or other carriers as needed for our departments
• Manage other project-related budgets as needed
• Approve office supply request orders for all offices through Amazon
• Manage the Lafayette Support Office supplies budget

Facilities Support

• Support with opening and moving of field offices
• Support Finance and other LSO teams in the renewal processes for corporate licenses and contracts
• Serve as the onsite Facilities liaison for the Lafayette Support Office
• Serve as backup Facilities liaison for CBEM field offices

Outreach Liaison

• Conduct community outreach in new or existing areas to obtain geographical (territory) related information and resources
• Support HR and coordinate delivery of outreach and recruiting materials as needed

Events

• Other tasks as assigned by the President of Clinical Services
• Coordinate and distribute gifts for employees (employee of the month, birthdays, work anniversaries)
• Work on special projects with other support and program staff
• Prepare training packets for Pro-Act, CPR, and other trainings
• Prepare and plan for company events (team building activities, kick-off meetings, trainings)

Education And Experience
Must have a Bachelor's degree, preferably in business administration or a related field with. 2 to 3 years of professional experience in business administration working with upper management, administrative responsibilities, including budget management responsibilities and experience with Regional Centers preferred.
Writing Skills
Ability to write in English and produce written material with appropriate grammar. Ability to fill out forms and correspond through writing i.e., emails, and letters.
Communication Skills
Ability to effectively present information and respond to questions from CBEM's primary stakeholders and employees.
Mathematical Skills
Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentages. Ability to calculate figures and amounts such as time calculations, proportions, and percentages.
Reasoning Ability
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to demonstrate good judgment and efficiency during decision-making.
Computer Skills
Proficient computer skills with Google Workspace (Docs, Sheets, Drive) or Microsoft Office (Word, Excel) required. Experience with Canva and Asana is a plus.
Additional Skills / Requirements
Ability to prioritize tasks and demonstrate efficient use of time. Ability to portray a professional, polished appearance and manner. Ability to be self-motivated and work independently.
Competencies:
Customer Service
Meets commitments; responds promptly to staff and client needs; responds to requests for service and assistance; solicits customer feedback to improve service.
Planning/Organizing
Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.
Oral/Written Communication
Speaks and writes clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
Adaptability
Adapts to changes in the work environment. Accepts constructive feedback and implements suggestions.
Physical Demands
The physical demands described here 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 individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is frequently required to walk, sit, stand, and drive. The employee is also required to use their hands and reach with their arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus.
CBEM provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.