Administrative Assistant - Temp

Administrative Assistant - Temp

The Temporary Administrative Support Specialist provides short-term support to the Administration Department, assisting primarily with document imaging, records management, and related administrative tasks. Responsibilities include scanning, organizing, uploading, and maintaining secure digital records in compliance with company procedures. This is a temporary assignment not to exceed six (6) months.

The following duties are the essential functions of this position. They are the fundamental job duties that the employee must be able to perform,with or without reasonable accommodation. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job in accordance with the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA).

• Prepare, scan, and digitize client files with a high degree of accuracy.
• Verify image quality, readability, and completeness of scanned documents.
• Accurately label and index files according to established naming conventions.
• Upload scanned files into the designated cloud storage system or software platform.
• Maintain confidentiality and follow data security protocols when handling sensitive client information.
• Shred and dispose of physical files once successful digital upload and verification are complete.
• Maintain an organized workflow to ensure timely processing of files.
• Report scanning or software issues to supervisor and assist in troubleshooting.
• Support related administrative tasks as assigned. Provide accurate information regarding agency policies, procedures, and general company operations to staff and the public.
• Notify supervisors of employee concerns, conflicts, or operational issues requiring management attention.
• Maintain thorough knowledge of agency policies, procedures, office systems, and software programs.
• Complete required agency trainings and professional development activities.
• Report suspected abuse, safety concerns, or unusual incidents to supervisors within required timeline and in accordance with agency policy.
• Maintain confidentiality regarding client information, personnel matters, and inter-agency communications.
• Perform additional duties and special projects as assigned by the Director of Operations, TDC or COO.
• Provide job applications and general employment information to applicants and job seekers.

Other duties as assigned. The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Education

• High school diploma or equivalent required.
• Additional coursework or training in office administration, business administration, or related fields preferred.

Experience

• Minimum of two (2) years of clerical, receptionist, or administrative support experience preferred.
• Experience with office coordination, customer service, data entry, and multi-line phone systems preferred.

Knowledge, Skills, and Abilities

• Prior experience in document imaging, scanning, records management, or related administrative role preferred.
• Strong attention to detail and organizational skills.
• Basic proficiency in computer applications, including cloud-based systems and file management software.
• Ability to handle confidential information with discretion.
• Reliable, punctual, and able to meet project deadlines.
• Strong customer service and interpersonal communication skills.
• Ability to communicate professionally and effectively both orally and in writing.
• Strong organizational skills with the ability to prioritize tasks and manage multiple responsibilities.
• Ability to maintain confidentiality and exercise professionalism when handling sensitive information.
• Ability to analyze situations, problem-solve, and respond calmly under pressure.
• Ability to work collaboratively with employees, clients, vendors, and community organizations.
• Proficiency with office equipment, data entry, and computer software applications including Microsoft Office programs.
• Ability to maintain accurate records and documentation systems.

Licenses and Certification:

• Must be at least 18 years of age.
• Successful DOJ fingerprint clearance/background check required.
• Must provide documentation necessary to complete Form I-9 verifying eligibility to work in the United States.

Required Clearances and Pre-Employment Conditions: All offers of employment with Thrive Support Services, Inc. are contingent upon successful completion of the following pre-employment requirements, in accordance with applicable federal and California law and Title 17 of the California Code of Regulations:

• Criminal background clearance through Department of Justice (DOJ) and Federal Bureau of Investigation (FBI) Live Scan fingerprint screening, consistent with California's Fair Chance Act (Gov. Code §12952).
• Tuberculosis (TB) clearance documentation as required for direct-service roles.
• Completion of Form I-9 with documentation establishing identity and authorization to work in the United States.
• Signed acknowledgment of mandated reporter obligations under Welfare and Institutions Code §15630, in accordance with §15659.
• If the position requires driving on Thrive business: a valid California driver's license, current DMV printout reflecting an acceptable driving record, current vehicle registration, and personal automobile insurance meeting Thrive's minimum coverage requirements.

This position is a mandated reporter under California Welfare and Institutions Code §15630. As a person who has assumed full or intermittent responsibility for the care or custody of dependent adults, the employee is legally obligated to report known, suspected, or alleged abuse, neglect, abandonment, abduction, isolation, or financial abuse of an elder or dependent adult immediately, or as soon as practicably possible, to the appropriate agency, with a written follow-up report within two (2) working days. The employee must also fulfill all Special Incident Reporting (SIR) obligations to the Regional Center under Title 17 CCR §54327. Failure to report is a misdemeanor under Welfare and Institutions Code §15630(h). Prior to commencing employment, the employee will sign a statement acknowledging receipt and understanding of these obligations as required by Welfare and Institutions Code §15659.

The employee is required to maintain strict confidentiality of all client, employee, and inter-agency information in accordance with the Health Insurance Portability and Accountability Act (HIPAA), the California Confidentiality of Medical Information Act (CMIA), the Lanterman Act, and Thrive Support Services, Inc. policies. Unauthorized disclosure of confidential information is grounds for discipline up to and including termination of employment, and may carry civil or criminal penalties.

Tools

• Document Scanner/Copier- high-speed or flatbed printer/scanner for imaging paper files.
• Computer/Laptop
• Document Imaging/Scanning Software-e.g., Adobe Acrobat, Microsoft, or other company-approved platforms.
• Cloud Storage System or Case Management Software-such as SharePoint, OneDrive, or client record systems.
• Paper Shredder-for secure destruction of physical records after successful scanning.
• General Office Equipment -printer/copier, telephone, and other standard administrative tools as needed.

Technology

• Computers, laptops, email systems, Office 365 applications, and electronic filing systems.
• Human Resources systems, scheduling systems, and communication platforms.

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 under the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA) to enable individuals with disabilities to perform these essential functions. The list below is not exhaustive and may change based on the operational needs of the agency.

• Maintain sustained concentration while handling multiple administrative tasks, phone calls, interruptions, and deadlines.
• Exercise sound judgment and professionalism while interacting with staff, clients, applicants, and community members.
• Adapt effectively to changing priorities, operational demands, and workplace needs.
• Maintain composure and professionalism during stressful or high-volume work periods.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made under the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA) to enable individuals with disabilities to perform