Operations Administrative Assistant - Bilingual Spanish in Oakland, California at East Bay Agency

ORGANIZATIONAL OVERVIEW

East Bay Agency for Children’s (EBAC) mission is to improve the well-being of children, youth, and families by reducing the impact of trauma and social inequities. EBAC strives to reduce barriers that contribute to disparities in wellness for socio-economically disadvantaged and racially marginalized families and to create communities where all children and families have support systems to reach their full potential.

EBAC was established in 1952 when a group of parents of children with autism wanted to give their children the same educational and recreational opportunities that contribute to the physical well-being and social growth of all children. From this was born the first day-treatment program west of the Mississippi and was the foundation of growth in meeting the needs of children and families living in the San Francisco Bay Area, and especially in Alameda County.

Today, EBAC’s programs serve over 10,000 children, youth and families throughout Alameda County each year with the goal of giving each child and family the specific resources, skills, and support they need to help them reach their full potential. The organization has strategically grown its program offerings to include a wide variety of supports and services to the community. For more information about our organization, please visit the website at www.ebac.org.

POSITION OVERVIEW

The Administrative Assistant reports to the Associate Director of Operations and performs a variety of administrative and clerical tasks to support EBAC sites and aid programs/departments and staff to perform necessary work in a professional and timely manner.

QUALIFICATIONS and COMPETENCY FACTORS

1. Read/Write Bilingual Spanish Required
2. California Class C Drives License Required
3. High school diploma or general education degree (GED).
4. 1-2 years of general office experience.
5. Intermediate computer competency with proficiency in Word, Excel, PowerPoint and Google Suite.
6. Excellent organizational skills, ability to work independently and track multiple deadlines and projects.
7. Excellent written and verbal communication skills.
8. Able to manage time effectively and seek supervision when problems are encountered. Interpersonal skills that include openness to feedback, non-defensiveness and supportiveness are critical.

RESPONSIBILITIES

1. Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
2. Provide phone and in-person reception duties, including information and referral to callers.
3. Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
4. Maintain inventory of staff technology tools and property being used in the programs such as computers, phones, projectors, air cards, keys, etc.
5. Serve as hub, trainer and trouble-shooter for agency/program technology systems such as Welligent, Relias, MS Office software, CalWin, etc.; serve as the site liaison with agency IT support.
6. Serve on the Agency Safety and Wellness Committee; work with the Facilities Department to ensure site coordinate maintenance needs and ensure the site is in compliance with OSHA, accreditation and other contract or regulatory
7. requirements.
8. Act as liaison with HR and Finance to support program needs.
9. Support program staff in organizing and scheduling appointments.
10. Support program staff in preparing for meetings, including room set up, copying materials and ordering food.
11. Perform other duties as assigned.

WORKING CONDITIONS and JOB SETTING

1. Work Environment: This is a 100% onsite position based in an office setting. It requires a consistent 5-day-per-week presence to support staff and operations.
2. Workplace Setting: Works primarily indoors in a standard, climate-controlled office setting (reception area / open office desk / administrative suite).
3. Physical Demands:
   1. Stationary Work: Constantly operates a computer and other office productivity machinery (keyboard, mouse, copy machine, printer, document scanner) for extended periods (6–8 hours/day).
   2. •Movement: Frequently moves around the office to greet guests, direct visitors, stock supplies, distribute mail, or prepare meeting spaces.
   3. Manual Dexterity: Frequent use of hands and fingers to operate office machinery (computers, printers, etc.) and handle physical personnel files.
   4. Lifting: Ability to occasionally lift and/or move up to 25 pounds (e.g., moving boxes of files, training materials, or office supplies).
4. Mobility & Travel: Requires the ability to travel to various sites or offsite meetings as needed.
   1. When driving, must possess a valid driver’s license and maintain active auto insurance.
5. Mental Demands: Must be able to handle frequent interruptions, and maintain a high level of concentration for data-heavy tasks.

BENEFITS INFORMATION

EBAC offers a uniquely generous PAID time off package including up to 15 paid Holidays a year, generous vacation accruals for eligible employees; and an outstandingly comprehensive benefits package that includes:

1. Medical, Dental and Vision insurance. Full time employee only coverage is free of charge for certain Medical and Dental coverages.
2. Multiple options of Mental Health Care supports and services.
3. Chiropractic and Acupuncture benefits included in Medical plans.
4. Employer paid Basic Term Life/AD&D insurance; employee paid voluntary life insurance and AD&D (for employee, spouse and children if choose to elect).
5. Accident, Critical illness and Hospital Indemnity coverage ( for employee, spouse and children if choose to elect ).
6. Tax deferred FSA (flexible spending account) for Health Care and/or Child Care; commuter benefits for Transit and/or Parking expenses.
7. 403b retirement program with an up to 4% Employer dollar to dollar Match after 1 year of employment.
8. Prepaid Legal Consultation and Identity Theft Protection insurance.
9. Pet Insurance to care for the four-legged family member(s).
10. ScholarShare 529 Savings Plan for higher education expenses for the beneficiary includes employee, child or another family member, etc.