Administrative Assistant - Confidential Position

The Administrative Assistant provides confidential administrative and secretarial support to the Director of Community Services, coordinating meetings, preparing correspondence, maintaining records, and assisting with departmental projects and operations. This role supports committee activities, tracks schedules and reimbursements, maintains office supplies, and helps ensure the efficient day-to-day functioning of the Community Services Division. The position requires strong organizational, communication, and time-management skills, sound judgment, attention to detail, and the ability to handle confidential information with discretion.

1. →Provides secretarial and administrative support of a confidential nature to the Director of Community Services.

• →Coordinate department and other meetings as assigned
• →Draft letters of correspondence
• →Schedule appointments, meetings, etc.
• →Coordinate and assist with projects

1. →Prepare agendas, attends, takes and distributes minutes for various agency and/or board committees as assigned.
2. →Complete routine filing.
3. →Opens mail for Directors ensuring a timely response and distribution.
4. →Respond to/redirects urgent phone calls in the absence of assigned Directors of Community Services.
5. →Originates and updates spreadsheets necessary for developing statistics for the area.
6. →Coordinates and maintains office supplies for the unit.
7. →Tracks and reviews individual reimbursement forms, time sheets, staff schedules, etc.
8. →Provides back up to other administrative support staff on an as needed basis.
9. →Other duties as assigned.

1. High School graduate or GED equivalent. Two years secretarial/administrative experience required.
2. 50-wpm typing required. Ability to compose letters from oral and written instruction.
3. Ability to understand, develop and update information in a spreadsheet program.
4. Ability to understand, develop and update information in a data base program.
5. Ability to analyze and organize data.
6. Demonstrated ability to handle the demands of working on multiple projects simultaneously.
7. Excellent interpersonal and team building skills.
8. Excellent oral and written communication skills.
9. Automobile and valid driver’s license required.
10. Demonstrate cultural awareness and sensitivity and an ability to work effectively with culturally diverse populations.

The physical requirements described below are representative of those necessary to perform the essential functions of this position, with or without reasonable accommodation. 

• Primarily sedentary work involving frequent computer use and routine movement within the workplace.
• Occasionally lifts and carries work materials and equipment, such as a laptop, weighing up to 10 pounds.

• Work is generally performed in an office environment with moderate noise. 
• The position may occasionally involve interaction with individuals experiencing distress.

BENEFITS

At the Regional Center of the Easy Bay, we offer a full spectrum of competitive benefits including:

• 3 weeks paid vacation + 12 sick days
• 14 paid holidays + 3 floating holidays
• Multiple options for medical care (including Kaiser at 100% employer paid for employee)
• Dental and vision plans
• CalPERs Retirement (pension),
• Student Loan Forgiveness*
• Flex schedule, if applicable
• Work at Home schedules, if applicable
• Employee Assistance Program, including mental health care

*The Public Service Loan Forgiveness program is a federal program that forgives student loan debt for nonprofit employees after 120 qualifying payments. Employees who work at least 30 hours per week for a governmental, 501(c)(3) nonprofit, or other qualifying nonprofit organization may apply to have the balance of their student loans forgiven (tax free) after making 120 monthly payments.

Regional Center of the East Bay (RCEB) does not discriminate against job applicants on account of race, color, creed or religion, national origin including language use restrictions, sex, gender, gender identity or expression, age, sexual orientation, marital status, physical or mental disability, medical condition or HIV/AIDS status, political affiliation, military or veteran status, genetic characteristics, or ancestry.