We are hiring! Administrative Assistant

October 30, 2023

TLC Child and Family Services is a leading agency which offers a continuum of evidence-based treatment and relationship-focused care to youth and families. Our agency offers five tiers of service; foster care and adoption, residential treatment, special education, comprehensive mental health, and transitional housing. Our team is dedicated to empowering children, young adults, and their support systems with the goal of cultivating resilience, well-being, and prosperity.

Position Summary:

TLC is looking for a part time (20 hrs/week) Administrative Assistant for our Transition Age Youth Housing Programs. This position reports directly to the THP Program Director. The Administrative Assistant supports the Program Director, Assistant Program Director, Resource Center Manager, and Housing Director. This position requires professionalism, dedication, commitment, flexibility, attention to detail, organization, creativity and patience.

Essential Functions:

The Administrative Assistant role includes, but is not limited to:

General Office Duties

  • Greet visitors and youth
  • Answering the phone and check voicemail as needed
  • Maintain office equipment and manage office supplies
  • Check mail, route received mail as necessary
  • Keep staff phone list up to date
  • Responsible for organization of forms and submitted documents
  • Support set up/break down and organization of workshops and events
  • Support with kitchen and resource center organization and cleanliness
  • Attend weekly TLC staff trainings as required
  • Perform other job duties, as assigned or as back up when staff are out of the office

Safety & Facility Maintenance

  • Perform weekly safety checks, ensure check list is followed and completed
  • Perform monthly Fire Extinguisher checks, schedule annual check
  • Perform safety disaster drills for new hires. Facility drill is run every 3 months
  • Manage documentation for THP Vehicles

Staff Support

  • File and upload housing documents into agency database
  • Assist with maintaining all CDC required documents for the Rapid Rehousing Program
  • Help organize & maintain household needs and parent shopping space
  • Assist with the navigation of laundry room use, as needed
  • Assist Resource Center Manager with the onboarding of new hires

Behavioral Health Services

  • Assist with scheduling appointments and weekly appointment reminders
  • Collect forms after visits, scan and upload into database

Agency Database

  • Maintain accurate and up to date program participant files
  • Run “task” sheets monthly
  • Input all surveys for program outcomes
  • Process Incident Reports and Law Enforcement Reports as needed
  • Process all medical, dental appointments and send to appropriate person

Applied Knowledge, Skills and Abilities:

  • Computer skills and knowledge of Adobe, Microsoft Word, Excel, Gmail & Google Calendars
  • Express oneself and communicate both orally and in writing
  • Proficient editing skills
  • Support existing agency policies, maintain confidentiality in all matters of agency operations including clients, resource parents and employees
  • Maintain appropriate professional relationships with all staff
  • Work in a team-decision-making process
  • Relate to program participants and their needs
  • Ability to take direction
  • Make decisions and clarify vague concepts, sometimes in a crisis situation
  • Exercise good judgment in performance of duties and responsibilities

Qualifications:

  • Minimum of a high school diploma is required/college degree preferred
  • Experience in all aspects of secretarial and administration duties are necessary
  • Comfort with the Internet and communicating via e-mail programs
  • All employees will be required to familiarize themselves with a variety of written material that coincides with TLC Child and Family Services professional standards, philosophical orientation toward youth and their treatment needs.

Agency Requirements:

  • Obtain and maintain fingerprint, government and agency required background clearances, without additional exemptions.
  • Ability to pass a pre-employment physical exam, TB and drug screen.
  • Valid California driver’s license with an acceptable driving record and auto insurance showing employee as an insured driver on the policy.
  • COVID-19 vaccination required.
  • Bilingual preferred.

We value diversity and are an Equal Opportunity Employer. For more info about TLC go to www.tlc4kids.org

Wage range: $18.66-$21.00 based on relevant experience

Apply here!