Sr. Administrative Assistant

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: $33.65 per hour

Summary

Under the direction of the President of Clinical Services, the Sr. Administrative Assistant works out of our Lafayette, California Support office. The Sr. Administrative Assistant supports the President of Clinical Services as well as Lafayette Support Office (LSO) team members and the President of Clinical Services.  The Sr. Administrative Assistant will interface with our Business Manager, as well. The Sr. 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

• Oversee and support all administrative duties in the office and ensure that the office is operating smoothly

• Approve office supply request orders for all offices through Amazon 

• Place supply orders as needed

• Perform receptionist duties: greet visitors, answer and direct emails, texts, and phone calls

• Receive and sort incoming mail and deliveries, and manage outgoing mail

• Support office policies and procedures and ensure they are implemented appropriately

• Manage the Lafayette Support Office supplies budget 

• Manage other project-related budgets as needed

• Identify opportunities for process and office management improvements and design and implement new systems

• Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, scanning documents, and creating reports

• Scribe (take meeting minutes) for various meetings as needed

• Coordinate all travel/travel needs for the administrative team as needed

• Stock and maintain the Lafayette office supply closet as well as kitchen supplies

• 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

• Order and pick up breakfast and lunch items as needed for our employees

• Shipping via FedEx, UPS, USPS, or other carriers as needed for our departments

• Assist with credit card expense reports for the President of Clinical Services 

Facilities Support

• Serve as the onsite Facilities liaison for the Lafayette Support Office

• Serve as backup Facilities liaison for CBEM field offices

• Support with opening and moving of field offices

• Support Finance and other LSO teams in the renewal processes for corporate licenses and contracts

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

• Prepare training packets for Pro-Act, CPR, and other trainings

• Prepare and plan for company events (team building activities, kick-off meetings, trainings)

• Coordinate and distribute gifts for employees (employee of the month, birthdays, work anniversaries)

• Work on special projects with other support and program staff

• Other tasks as assigned by the President of Clinical Services

Education and Experience

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 and budget management responsibilities, and experience with the Regional Centers (preferred). Individuals with an Associate’s degree and 4 to 6 years of equivalent experience may also be considered.

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. Ability to focus on all areas of a project or task, with excellent attention to detail.

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.

Additional Information

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.

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