Administrative Assistant - Temp

Job Title:
Administrative Assistant – Temp

Reports To: Administration, Director of Operations, TDC

FLSA Classification: Non‑Exempt

Employment Type: Part‑time

Work Location: Martinez, CA (some travel required as needed)

Pay Scale (Lab. Code 432.3): $16.90 – $20.00 per hour

This position is classified as temporary. Temporary employees are hired for a limited duration, not to exceed six (6) months, and are not guaranteed continued or regular employment. Temporary status means:

• No promise or guarantee of conversion to a regular, part‑time, or full‑time position.
• Temporary employees may not be eligible for certain company benefits provided to regular employees.
• Employment remains at‑will, and either the employee or the company may end employment at any time, with or without cause or advance notice, subject to applicable law.

• Prepare, scan, and digitize client files with a high degree of accuracy.
• Verify image quality, readability, and completeness of scanned documents.
• Accurately label and index files according to established naming conventions.
• Upload scanned files into the designated cloud storage system or software platform.
• Maintain confidentiality and follow data security protocols when handling sensitive client information.
• Shred and dispose of physical files once successful digital upload and verification are complete.
• Maintain an organized workflow to ensure timely processing of files.
• Report scanning or software issues to supervisor and assist in troubleshooting.
• Support related administrative tasks as assigned.
• Provide accurate information regarding agency policies, procedures, and general company operations to staff and the public.
• Notify supervisors of employee concerns, conflicts, or operational issues requiring management attention.
• Maintain thorough knowledge of agency policies, procedures, office systems, and software programs.
• Complete required agency trainings and professional development activities.
• Report suspected abuse, safety concerns, or unusual incidents to supervisors within required timeline and in accordance with agency policy.
• Perform additional duties and special projects as assigned by the Director of Operations, TDC, or COO.
• Provide job applications and general employment information to applicants and job seekers.

• Assist with emergency office coverage and operational support when needed.
• Support agency quality improvement initiatives and administrative projects.
• Participate in staff meetings, trainings, and organizational development activities.

• High school diploma or equivalent required.
• Additional coursework or training in office administration, business administration, or related fields preferred.

• Minimum of two (2) years of clerical, receptionist, or administrative support experience preferred.
• Experience with office coordination, customer service, data entry, and multi‑line phone systems preferred.

• Prior experience in document imaging, scanning, records management, or related administrative role preferred.
• Strong attention to detail and organizational skills.
• Basic proficiency in computer applications, including cloud‑based systems and file management software.
• Ability to handle confidential information with discretion.
• Reliable, punctual, and able to meet project deadlines.
• Strong customer service and interpersonal communication skills.
• Ability to communicate professionally and effectively both orally and in writing.
• Strong organizational skills with the ability to prioritize tasks and manage multiple responsibilities.
• Ability to maintain confidentiality and exercise professionalism when handling sensitive information.
• Ability to analyze situations, problem‑solve, and respond calmly under pressure.
• Ability to work collaboratively with employees, clients, vendors, and community organizations.
• Proficiency with office equipment, data entry, and computer software applications including Microsoft Office programs.
• Ability to maintain accurate records and documentation systems.

• Must be at…