Administrative Support Specialist

Administrative Support Specialist

Reports To: Administrative Coordinator

FLSA Status: Non-Exempt

Location: Los Angeles County, California

Position Summary

The Administrative Support Specialist provides comprehensive administrative support to the corporate office of B.A.R.E. Truth, Inc. This position serves as a central resource supporting administrative, finance, human resources, compliance, and executive office functions. The Administrative Support Specialist assists with day-to-day office operations, document management, recordkeeping, scheduling, data entry, and organizational coordination to ensure efficient and effective business operations.

The Administrative Support Specialist works closely with the Chief Administrative Officer, Administrative Coordinator, Director of Strategic Programs and Grants, and other leadership staff to support organizational priorities. The position requires exceptional organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple assignments in a fast-paced nonprofit environment.

Administrative Support

· Provide administrative support to corporate office staff and leadership.

· Answer and route incoming telephone calls, emails, and correspondence.

· Schedule meetings, appointments, and conference calls.

· Maintain organizational calendars and meeting schedules as assigned.

· Prepare, edit, copy, scan, and distribute documents and reports.

· Maintain electronic and physical filing systems.

· Coordinate office supply inventories and purchasing activities.

· Assist with reception and visitor management functions.

Finance and Accounting Support

· Assist with invoice processing, vendor documentation, and payment tracking.

· Maintain organized financial files and supporting documentation.

· Assist with collection and organization of documents for audits, monitoring visits, and financial reviews.

· Support accounts payable and accounts receivable processes as assigned.

· Assist with preparation of reimbursement packages and supporting documentation.

· Perform data entry and recordkeeping functions related to financial operations.

Human Resources Support

· Assist with employee onboarding and offboarding activities.

· Maintain personnel files and HR documentation.

· Support employee training documentation and compliance tracking.

· Assist with recruitment activities, interview scheduling, and candidate communications.

· Track certifications, licenses, and required employee documentation.

· Support employee benefit enrollment and administrative processes.

Grants and Compliance Support

· Assist with grant file maintenance and document organization.

· Support grant reporting activities by collecting and organizing required documentation.

· Maintain contract, agreement, and compliance records.

· Assist with monitoring visit preparation and document requests.

· Track reporting deadlines and compliance requirements as assigned.

Organizational Operations Support

· Assist with planning and coordination of meetings, trainings, organizational events, and special projects.

· Support symposium planning and other community events as assigned.

· Coordinate travel arrangements and logistical needs for staff and leadership.

· Maintain organizational forms, templates, and administrative records.

· Support technology and office equipment coordination with vendors as needed.

· Perform other duties as assigned.

Required Qualifications

· High school diploma or GED required; Associate degree preferred.

· Minimum of two years of administrative support experience.

· Strong proficiency in Microsoft Office Suite and Google Workspace.

· Excellent written and verbal communication skills.

· Strong organizational skills and attention to detail.

· Ability to manage multiple priorities and deadlines.

· Ability to maintain confidentiality and professionalism.

Preferred Qualifications

· Experience in nonprofit organizations, social services, healthcare, or government-funded programs.

· Experience supporting finance, payroll, HR, or compliance functions.

· Familiarity with QuickBooks, HRIS systems, document management systems, or grant administration processes.

· Bilingual English/Spanish preferred.

Salary Range

· $50,000 - $65,000 annually, depending on qualifications and experience.

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Work Location: In person

Salary : $50,000 - $65,000