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Administrative Assistant 

EOE StatementWe are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Position Summary:

The Administrative Assistant supports the Administration Department and Executive Team in all aspects of providing quality reception functions, administrative services, and program-specific support.

Duties and Responsibilities:

Compliance/Quality Assurance Duties and Responsibilities:

File Management: 1) Manage organization of client files: organize, label, log, file, and monitor client files in Centralized File Rooms. 2) Manage Discharged File database 3) Adhere to 3rd party request(s) of client records, following agency procedures, while adhering to HIPAA regulations. 4) Support the process to standardize client files for the Agency; create new labels and dividers, correct current files requiring improved organization. Database Infrastructure: Create, update, and systematize databases and spreadsheets on an as needed basis and under the direction of Administration Management.

Program Assistance: 1) Back-up and relief for general administrative program assistance for all Agency programs. 2) Flexibility to attend to program assistance duties if programs require additional coverage, including billing processing, data entry, chart maintenance, etc.

Administrative Duties and Responsibilities:

General Support: 1) Provide support and coverage for the front desk, as needed. 2) Complete reports and processing of meeting minutes and other documents as assigned. 3) Act as hub for all agency communication including providing support to agency wide administrative efforts such as satisfaction survey collection. 4) Other duties as assigned.

Quality Improvement: 1) Maintain welcoming, HIPAA compliant Centralized File Rooms at all times. 2) Support improvement efforts regarding Centralized File Rooms, administrative efficiency and welcoming environment as assigned.

Executive Support: Assist as needed with 1) Correspondence; 2) Meeting scheduling and arrangements; 3) mail processing and organizing; 4) Office organization.

Distribution: 1) Manage distribution and update of all policies and procedures as directed by the Director of Administration. Distribute updated policy and procedure to all programs and new managers as needed. 2) Distribute memos, new forms, etc. to all programs and off-campus locations.

Other: Other duties as assigned. May drive on Agency business as required.

Position Requirements


  1. AA degree or equivalent experience and education, Preferred.
  2. Experience with organizing and managing large quantities of files and records,Required.
  3. Enthusiastic, welcoming demeanor and professional customer service skills, Required.
  4. 2 years office experience, Required.
  5. Proficiency with MS Office program and ability to create spreadsheets and databases with Excel, Required
  6. Organizational skills and ability to self-direct Required.
  7. Ability to work well under pressure.
  8. Ability to maintain confidentiality, Required.
  9. Ability to react to change productively and handle other essential tasks as assigned.
  10. Ability to prioritize, multi-task, and produce high quality and accurate work.
  11. Interest in working in a non-profit environment.

Physical Demands:

The physical demands and work environment 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 to perform the essential functions. The noise level in the work environment usually quiet and pace varies between greatly dependent on time of day, week, and business need. It is at all times within safe OSHA standards.


  1. Communicates clearly, effectively and timely, both verbally and in writing, with co-workers, supervisors, and youths. Communication involves professionalism of person, office space, demeanor, interpersonal communication, and phone and email communication.
  2. Must be able to comprehend, follow, and clearly convey instructions to others.
  3. Must be computer proficient and be able to work on a computer for up to 40 hours per week.
  4. Must be reliable and punctual.

Physical Activities

  1. Must be able to handle or manipulate objects, tools, and operate controls.
  2. Must be able to reach for stacked products, store and retrieve file boxes on high shelves.
  3. Must be able to push, pull, lift and/or carry as much as 25 lbs.
  4. Must be licensed and have the ability and skill to drive a vehicle.
  5. Must be able to sit down and stand up frequently throughout each day.
Full-Time/Part-Time Full-Time  
Req Number ADM-19-00015  
Location FFYC - Oakland  
About the Organization Based in Oakland, California, Fred Finch Youth Center works with young people facing multiple challenges, including homelessness, economic disadvantage, mental health and cognitive disabilities, and histories of significant trauma and loss. Many have experienced abuse; live at or below the poverty line; are growing up in foster care, and are seeking to make their way in the world as independent, strong young adults. Despite their circumstances, these young people possess numerous strengths including tenacity, kindness, and the ability to strive for a brighter future. Committed to the notion that no one is without hope, no matter how desperate their circumstances may appear, Fred Finch staff helps each person we serve find and build upon their strengths so they may reach their potential and lead meaningful, fulfilling lives.

Founded in 1891 as an orphanage, today's Fred Finch Youth Center operates 24 programs in California including mental health, housing, education, and independent living services, providing a pathway to healing and self-sufficiency. Our 127-year history and strong track record have made Fred Finch Youth Center a recognized leader in the treatment of children and families.

FFYC is an Equal Opportunity/Affirmative Action employer who does not discriminate and follows all regulations under the Act as well as all the regulations under California's Fair Employment and Housing Act.

Fred Finch Youth Center partners with contracted providers to provide mental health services to residents of the following counties:

* Alameda County * Contra Costa County * Fresno County * Los Angeles County * Merced County * Napa County * Orange County *Placer County * Sacramento County * San Diego County * San Mateo County * Santa Clara County


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