Administrative Assistant

Reports To: Executive Director and/or Administrator or designee

FLSA Status: Non\-Exempt, Hourly

Work Location: Facility(Oakland) and Headquarters(Stockton), as assigned

Position Summary

The Administrative Coordinator provides administrative, clerical, records\-management, and operational support to the Executive Director and STRTP leadership team. This position helps maintain organized personnel and client documentation, supports onboarding and intake preparation, assists with required submissions and tracking, and helps ensure records are complete, timely, and audit\-ready.

This position supports regulatory readiness by helping maintain organized records, personnel documentation, and administrative workflows consistent with STRTP personnel record, intake, and documentation requirements.

Essential Duties and ResponsibilitiesExecutive and Administrative Support

• Provide day\-to\-day administrative support to the Executive Director, Administrator, and/or designee.
• Assist with email organization, mail processing, calendar coordination, reminders, and daily task tracking.
• Prepare letters, forms, logs, packets, checklists, and general correspondence as assigned.
• Schedule interviews, meetings, and other administrative appointments.
• Maintain organized paper and electronic filing systems.

Personnel and Hiring Administration

• Prepare onboarding packets for new hires.
• Conduct pre\-screening phone calls for applicants.
• Conduct and document reference checks.
• Track pre\-employment and onboarding requirements to support timely hiring completion.
• Submit required new\-hire LIC and related documentation to appropriate entities, including DOJ, Guardian, and other agencies/platforms as assigned.
• Maintain and update the employee Google Sheet and other administrative hiring trackers.
• Assist with assembling and organizing personnel files and supporting documents.

Client Records and Intake Support

• Prepare intake packets for incoming youth.
• Assemble, organize, scan, and upload intake and client\-related documentation as assigned.
• Transport documentation between the facility and headquarters for scanning, filing, and digital organization.
• Maintain the Client In \& Out Google Sheet and other assigned client tracking logs.
• Assist in keeping client records organized, current, and accessible for internal review and audit readiness.
• Support record retention and confidentiality practices for client and personnel files.

Reporting, Data Entry, and Record Tracking

• Input incident\-related information into Google Forms or assigned tracking systems.
• Input inspection, drill, or other administrative documentation into Google Forms or internal trackers, as assigned.
• Maintain accuracy and timeliness of administrative data entry.
• Organize source documents so entries can be verified during internal review, licensing visits, audits, or accreditation activities.

Financial and Administrative Recordkeeping

• Maintain petty cash records, receipts, logs, and reconciliations, but not physical control of petty cash unless specifically assigned.
• Maintain other administrative spreadsheets, logs, and reconciliations as assigned.
• Assist with document collection and tracking related to purchasing or administrative expenses when needed.

General Office and Organizational Support

• Maintain orderly administrative workspaces and files.
• Assist with copying, scanning, packet assembly, filing, and document distribution.
• Help leadership keep required administrative documents organized and accessible.
• Perform other administrative duties within the scope of the position as assigned.

Minimum Qualifications

• High school diploma or GED required.
• At least 1–2 years of administrative, clerical, HR support, records\-management, or office coordination experience required.
• Experience in a STRTP, group home, foster care, behavioral health, social services, or other regulated setting preferred.
• Experience with Google Workspace, Microsoft Office, scanning/uploading records, spreadsheets, and electronic filing systems preferred.
• Experience handling confidential information required.
• Current drivers license and reliable transportation.

Knowledge, Skills, and Abilities

• Strong organization and follow\-through.
• Ability to manage multiple deadlines and recurring administrative tasks.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and use discretion with sensitive personnel and client information.
• Ability to prepare accurate packets, logs, trackers, and forms.
• Ability to follow directions, use sound judgment, and escalate issues appropriately.
• Strong attention to detail.
• Comfortable working between paper and electronic record systems.
• Ability to work professionally with applicants, staff, leadership, outside agencies, and visitors.

Physical Requirements

• Ability to sit, stand, walk, bend, reach, carry files, and use office equipment.
• Ability to transport documents and office materials between locations as needed.
• Ability to lift and carry routine office materials up to 25 pounds, with or without reasonable accommodation.

Pay: $24\.00 \- $28\.00 per hour

Work Location: Hybrid remote in Stockton, CA 95219