Administrative Assistant

Job Title: Administrative Assistant

Position Type: Part-Time (25 hours per week)

Work Schedule: Hybrid role with required in-office presence in Oakland two days per week, with additional in-office time as needed to support operations.

Education/Experience: Associate degree preferred, or equivalent experience in administrative support, report writing, or document editing.

Salary Range: $18.00–$25.00 per hour depending on experience

 Job Summary:

Helping Hands Improving Lives is a nonprofit organization dedicated to creating customized employment opportunities for individuals diagnosed with an intellectual and developmental disability. We are seeking a professional, dependable, and service-oriented Administrative Assistant to support daily operations and help maintain high standards of accuracy, responsiveness, and organization. This part-time hybrid role is ideal for someone who communicates professionally, works well independently, and takes pride in producing polished, accurate work. Key responsibilities include managing incoming communications, proofreading and editing detailed reports, tracking deadlines, and ensuring required documentation is submitted on time.

 Core Responsibilities

 ·         Provide professional front-desk and telephone support by answering incoming calls, greeting visitors, and serving as a welcoming first point of contact for stakeholders.

·         Create, proofread, edit, and format reports and other written materials to ensure accuracy, clarity, grammar, and professional presentation.

·         Monitor reporting deadlines and conduct timely, professional follow-up with staff to ensure compliance-related documentation is submitted accurately and on schedule.

·         Support office and remote operations by working independently, maintaining organized records, and being available for in-office responsibilities in Oakland at least two days per week.

·         Perform high-volume data entry, file management, and other administrative tasks as assigned to support team and organizational needs.

·         Maintain flawless confidentiality in strict compliance with HIPAA and agency privacy standards. Secure and password-protect all electronic files containing sensitive consumer information. Ensure no confidential client records, reports, or communications are left exposed in remote or hybrid working environments.

Qualifications and Skills:

·         Strong interpersonal and communication skills, with a professional, courteous, and welcoming demeanor.

·         Associate degree or business school certificate preferred, or equivalent professional experience in administrative support, report writing, editing, or a related field.

·         Excellent written English, proofreading, and document formatting skills, with strong attention to detail.

·         Proficiency with Microsoft 365; experience with Google Workspace, electronic filing systems, or compliance documentation is a plus.

·         Ability to manage multiple priorities, work independently, learn quickly, and consistently meet deadlines with minimal supervision.

·         Bilingual a plus

·         Must complete Live Scan Background Check