Operations Administrative Assistant - Bilingual Spanish

The Administrative Assistant position at East Bay Agency for Children (EBAC) supports EBAC sites and programs through a variety of administrative and clerical tasks. EBAC, founded in 1952, serves over 10,000 children, youth, and families annually, focusing on reducing disparities and supporting their full potential.

Qualifications and Competency Factors

• Read/Write Bilingual Spanish Required
• California Class C Driver's License Required
• High School Diploma or GED
• 1-2 Years of General Office Experience
• Intermediate Computer Competency with Proficiency in Word, Excel, PowerPoint, and Google Suite
• Excellent Organizational Skills
• Ability to Work Independently and Track Multiple Deadlines and Projects
• Excellent Written and Verbal Communication Skills
• Able to Manage Time Effectively and Seek Supervision When Problems Are Encountered
• Interpersonal Skills Including Openness to Feedback, Non-Defensiveness, and Supportiveness

Responsibilities

• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Provide phone and in-person reception duties, including information and referral to callers.
• Maintain supplies inventory by checking stock, anticipating needed supplies, and placing and expediting orders for supplies.
• Maintain inventory of staff technology tools and property being used in the programs such as computers, phones, projectors, air cards, keys, etc.
• 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.
• Serve on the Agency Safety and Wellness Committee; work with the Facilities Department to ensure site coordinates maintenance needs and ensures the site is in compliance with OSHA, accreditation, and other contract or regulatory requirements.
• Act as liaison with HR and Finance to support program needs.
• Support program staff in organizing and scheduling appointments.
• Support program staff in preparing for meetings, including room setup, copying materials, and ordering food.
• Perform other duties as assigned.

Working Conditions and Job Setting

• Work Environment: 100% Onsite Position Based in an Office Setting
• Workplace Setting: Primarily Indoors in a Standard, Climate-Controlled Office Setting (Reception Area / Open Office Desk / Administrative Suite)
• Physical Demands: 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)
• Movement - Frequently Moves Around the Office to Greet Guests, Direct Visitors, Stock Supplies, Distribute Mail, or Prepare Meeting Spaces
• Manual Dexterity - Frequent Use of Hands and Fingers to Operate Office Machinery (Computers, Printers, etc.) and Handle Physical Personnel Files
• Lifting - Ability to Occasionally Lift and/or Move Up to 25 Pounds (e.g., Moving Boxes of Files, Training Materials, or Office Supplies)
• Mobility & Travel - Requires the Ability to Travel to Various Sites or Offsite Meetings as Needed
• When Driving, Must Possess a Valid Driver’s License and Maintain Active Auto Insurance
• Mental Demands - Must Be Able to Handle Frequent Interruptions and Maintain a High Level of Concentration for Data-Heavy Tasks

Benefits Information

• Paid Time Off Package: Up to 15 Paid Holidays a Year, Generous Vacation Accruals for Eligible Employees
• Comprehensive Benefits Package: Medical, Dental, and Vision Insurance (Full-time Employee Only Coverage is Free of Charge for Certain Medical and Dental Coverages); Multiple Options of Mental Health Care Supports and Services; Chiropractic and Acupuncture Benefits Included in Medical Plans; 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); Accident, Critical Illness, and Hospital Indemnity Coverage (for Employee, Spouse, and Children if Choose to Elect); Tax Deferred FSA (Flexible Spending Account) for Health Care and/or Child Care; Commuter Benefits for Transit and/or Parking Expenses; 403b Retirement Program with an Up to 4% Employer Dollar-to-Dollar Match After 1 Year of Employment; Prepaid Legal Consultation and Identity Theft Protection Insurance; Pet Insurance to Care for the Four-Legged Family Member(s); ScholarShare 529 Savings Plan for Higher Education Expenses for the Beneficiary Includes Employee, Child, or Another Family Member, etc.