Administrative Assistant (Full-Time) [Lawrence L. Frank Center]

JOB TITLE: Administrative Assistant (Full-Time)

REPORTS TO: Program Director

SCHEDULE: Monday-Friday (9:00am –6:00pm) [Occasional weekends as needed]

LOCATION: Lawrence L. Frank Center - Pasadena, CA

STATUS: Full-Time, 40 hrs/wk, Non-Exempt

DRIVER POSITION: Yes [ If yes, see driving policy below]

SALARY RANGE: $24.00 - $27.00/hr

ABOUT US:

At AbilityFirst, we are dedicated to helping individuals with disabilities achieve their personal best. Our mission is to look beyond disabilities, focus on capabilities, and expand possibilities. We believe in looking beyond disabilities, focusing on capabilities, and expanding possibilities. Our dedicated team works tirelessly to provide programs that assist people with disabilities in achieving their personal best throughout their lives.

ABOUT THE ROLE:

The Administrative Assistant plays a central administrative and operational role at the program site. This position is responsible for ensuring efficient front-office operations, coordinating communication, supporting regulatory and keeping employee files up to date, and assisting with financial reporting. The Administrative Assistant also supports facility needs, manages program documentation, and plays a key role in welcoming families, volunteers, and staff.

KEY RESPONSIBILITIES

Administration & Office Operations

• Answer phones and guide volunteers on call protocols and program information
• Process and check the mail
• Schedule and set up meetings, intakes, and interviews using team calendars
• Prepare meeting materials (agendas, coffee/snacks, copies, notes, etc.)
• Lead tours for prospective families and community partners
• Manage sign-ups and logistics for special events and holiday activities
• Maintain staff and participant files, ensuring compliance with regional center and community care licensing requirements.
• Maintain swimmer files, where applicable.

HR & Training Support

• Track and ensure staff certifications and trainings are current
• Upload training records and maintain personnel files
• Assist Program Director with administrative functions related to hiring and the onboarding process for new hires

Inventory & Supply Management

• Order and organize office, housekeeping, and program supplies
• Maintain and track merchandise inventory (e.g., program shirts)

Facilities & Contractor Coordination

• Coordinate with landscaping and housekeeping contractors; report issues to Facilities Director
• Submit work orders and communicate facility concerns to appropriate parties

Regulatory Compliance

• Assist with annual licensing paperwork and audits
• Maintain organized licensing records and documents
• Prepare for and assist during regulatory visits
• Support lead testing (in community centers with licensed afterschool programs only), annual fire safety checks, and health department visits, including documentation

Program Support

• Review participant records in ProCare, including care needs and support plans
• Assist in ProCare data entry, annual paperwork uploads, and POS review
• Step into ratio supervision as needed, but not on a regular basis

Financial & Donation Management

• Accept and track program funds and donations per cash handling policy (cash, check, credit card)
• Issue receipts and create transmittals for accounting
• Handle bank deposits and use check reader for payments
• Manage and reconcile petty cash, submit check requests as directed
• Cash handling and transmittals for special events

Other Duties

• Uphold our commitment as a Mandated Reporter, ensuring the safety and well-being of all participants.
• Complete all required staff training assigned each quarter.
• Other duties and responsibilities as assigned to support the mission of the program and organization.