Job Title: Administrative Assistant-Temp

Reports To: Administration, Director of Operations, TDC

FLSA Classification: Non-Exempt

Employment Type: Part-time

Work Location: Martinez, CA (Some Travel Required As Needed)

PAY SCALE (Lab. Code §432.3): $16.90-$20.00 Hourly

IWC Wage Order 4 (Professional, Technical, Clerical,

Mechanical)

Administrative Assistant Position Description:

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.

Definition of Temporary Employment:

This position is classified as temporary. Temporary employees are hired for a limited duration, not to exceed six months, and are not guaranteed continued or regular employment. Temporary status means:

• There is no promise or guarantee of conversion to a regular, part-time, or full-time position.
• Temporary employees may not be eligible for certain company benefits provided to regular employees.
• Employment remains at-will, and either the employee or the company may end employment at any time, with or without cause or advance notice, subject to applicable law.

Essential Job Duties and Responsibilities:

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 And Job Responsibilities:

• Assist with emergency office coverage and operational support when needed.
• Support agency quality improvement initiatives and administrative projects.
• Participate in staff meetings, trainings, and organizational development activities.

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.

Qualifications and Requirements:

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.

Mandated Reporter Status:

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.

Confidentiality:

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 and Equipment Used:

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.

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 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.

Work Environment:

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 these essential functions.

• Work primarily in an office environment with moderate noise levels and frequent interaction with employees, clients, and visitors.
• Occasionally travel between agency locations or community sites as operationally required.
• Occasionally encounter stressful situations, confidential matters, or emotionally sensitive interactions while supporting agency operations.

Workplace Safety and Incident Reporting:

The employee is required to perform all duties in a manner consistent with Thrive Support Services, Inc.'s Injury and Illness Prevention Program (IIPP) and Cal/OSHA requirements (Title 8 CCR §3203).

The employee will:

• Use Universal Precautions and proper body mechanics at all times.
• Immediately report all employee injuries, accidents, near-misses, and unsafe conditions to their supervisor and complete the documentation required for Workers' Compensation.
• Complete Special Incident Reports (SIRs) and Suspected Abuse Reports as required by Title 17 CCR and Welfare and Institutions Code §15630.
• Complete all Thrive-required training, including harassment prevention training under Government Code §12950.1, within the timelines established by company policy and California law.

Reasonable Accommodation Statement:

Thrive Support Services, Inc. will provide reasonable accommodations to qualified individuals with disabilities to enable them to perform the essential functions of the job, unless doing so would impose an undue hardship on the operation of the business. Applicants and employees who require an accommodation should contact Human Resources to engage in a timely, good-faith interactive process as required by the Americans with Disabilities Act (ADA), the ADA Amendments Act (ADAAA), and the California Fair Employment and Housing Act (FEHA).

Equal Employment Opportunity Statement:

Thrive Support Services, Inc. provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, religious creed (including religious dress and grooming practices), sex, gender, gender identity, gender expression, sexual orientation, marital status, registered domestic partner status, pregnancy, childbirth, breastfeeding or related medical conditions, age, national origin, ancestry, citizenship status, immigration status, physical or mental disability, medical condition, genetic information, military or veteran status, political affiliation, reproductive health decision making, off-duty cannabis use, or any other characteristic protected by federal, state, or local law. Thrive complies with all applicable federal, state, and local laws governing nondiscrimination in employment, including the California Fair Employment and Housing Act (FEHA) and Title VII of the Civil Rights Act.

At-Will Employment:

Employment with Thrive Support Services, Inc. is at-will. This means that either the employee or Thrive Support Services, Inc. may terminate the employment relationship at any time, with or without cause and with or without notice. This job description does not constitute an employment contract and does not alter the at-will nature of the employment relationship. No representative of Thrive Support Services, Inc., other than the Chief Executive Officer, has the authority to enter into any agreement modifying the at-will employment relationship, and any such agreement must be in writing and signed by the Chief Executive Officer.

General Statement:

Applicants for this position will be required to submit a formal application and may be subject to a rating of education and experience, oral interview, reference check, and job-related testing. 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. This job description does not constitute an employment contract between Thrive Support Services, Inc. and the employee and is subject to change by Thrive Support Services, Inc. as the needs of the company and the requirements of the job change.