Front Desk Administrator, Independent Living Program

Description

AGENCY OVERVIEW

Since our founding in 1895 in Marin County as an orphanage – and through subsequent years as Sunny Hills Services – Side by Side has been at the forefront of best practices in child welfare, working with the most vulnerable youth in our community. Today, Side by Side operates in four counties – Marin, Alameda, Sonoma, and Napa – across the Bay Area, reaching nearly 2,000 children, young adults, and family members per year with much-needed services related to behavioral and mental health, early intervention in schools, LGBTQIA support, transitional housing for foster youth, and special education. 

Side By Side places high value on individuals with a passion for helping underserved youth and families in a collaborative and inclusive work culture. We strive to work together to create a trauma-informed workplace where we walk the walk of diversity, equity, inclusion, and belonging principles. 

COMPENSATION

This position is 40 hours/week and an hourly rate of pay between $27.00 to $30.00 per hour.

BENEFITS

•  3 weeks of paid vacation for F/T employees increasing to 4 weeks of vacation after 2 years of service (for all non-school based employees).
• 2 weeks sick leave for F/T employees with 2 additional sick days for direct service staff
• 10 paid holidays per year and 1 Self-Care Anniversary Day each year
• 99% employer-paid Medical for F/T employees including platinum level Kaiser Permanente insurance, Sutter Health or Anthem options
• Dental and Vision Insurance
• Long Term Disability insurance up to $9,000 per month, plus $50,000 Life and AD&D insurance.  Employees also have the option to purchase additional life insurance at their own cost.  
• 403b Retirement Plan with match after one year of employment
• Professional development and other learning opportunities including unlimited access to over 1,000 behavioral health courses online. Side By Side is a Public Service Loan Forgiveness certified employer
• FREE Employee Assistance Program including up to 10 complimentary personal counseling sessions per problem, per year for staff and dependents
• Employee recognition program with $500 bonus awards
• Employee referral bonus of up to $1,000
• Pet Insurance

PROGRAM OVERVIEW

The Independent Living Program provides every eligible youth in care with independent living skills training to assist in the transition to a successful and independent lifestyle. ILP services are currently delivered to youth ages 14-21 by Side by Side and partnered with Alameda County Social Services.

JOB SUMMARY

The Front Desk Administrator role for the Independent Living Program will be the initial point of contact for youth, their families, volunteers, and community members. The role is essential in creating a positive, welcoming atmosphere and ensuring smooth operations at our center. The Front Desk Administrator will handle front desk responsibilities, provide administrative support, and assist with tasks related to our youth-focused programs. This position will also coordinate with the SBS Director of IT to provide IT support to all SBS employees. 

ESSENTIAL DUTIES / RESPONSIBILITIES / EXPECTATIONS

• Provides receptionist, administrative, and clerical support to the Independent Living Program, including data entry, maintaining organized electronic and paper filing systems, and generating data reports.
• Responsible for greeting visitors, answering the main phone line and taking/distributing messages. When away from their desk, is responsible for securing coverage
• Distributes stipend checks to youth weekly, including managing the more complex process for out-of-county clients: receiving invoices for workshops attended outside Alameda County and processing them through the county to ensure timely payment to participants.
• Manages, distributes and safeguards county transportation resources, including bus passes and Clipper cards, and performs monthly reconciliation by tracking distribution to clients, entering accurate reports into the county system.
• Completes and submits the Alameda County Scorecard into the county system monthly, reporting on key performance indicators, client data, and youth engagement metrics.
• Maintains office inventory efficiently, ensuring supplies are well-stocked, organized, and readily available for staff use.
• Orders and maintain snack inventory to ensure food is readily available for youth drop-ins.
• Orders restaurant delivery for weekly workshops and other events as needed.
• Manages flyers in the front office, ensuring they are updated, replenished, and organized.
• Provides backup support to the Intake Coordinator by assisting with eligibility checks for new and existing clients.
• Responsible for maintaining all office equipment is kept in good working order.
• Manages schedules of outside consultants who regularly work in our office on Calendar.
• Supports staff by providing administrative tools for managing their documentation requirements i.e. Individual Tracking Form, flow charts, etc.
• Assists in the on-boarding of new staff.
• At time of a staff termination, coordinates with management as needed to collect equipment including keys.
• Be aware of and provide adequate protection and safeguard for all confidential and sensitive information.
• Responsible for ensuring office space looks nice and maintained in an orderly fashion.
• Supports Program Manager and Director, ILP staff team, other employees of SBS and all stakeholder of ILP with all necessary coordination of time sensitive documents and other data collection requirements.
• Maintains written records of procedures for assigned tasks, ensuring the team can provide support in their absence due to vacation or illness.
• Other duties, as assigned.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and expectations required of the position.

  POSITION SPECIFIC COMPETENCIES

• Interacts positively and attentively with clients, staff, and county partners, providing excellent support and service.
• Detail-oriented, with strong accuracy and organizational skills to ensure data, documentation, and processes are completed thoroughly and correctly.
• Highest level of integrity in all internal and external activities, and maintains strict confidentiality related to client information.
• Knowledge and self-awareness regarding issues of race, class and ethnicity and the ability to supervise an educationally and ethnically diverse staff.
• Commitment to working in a diverse workplace, and self-awareness regarding issues of race, ethnicity, class, sexual orientation, gender identity, religion/spirituality and disability. 
• Passion for working with a diverse group of Transition Age Youth (TAY) including youth of color, LGBTQ youth, and youth with disabilities. 
• Ability to view families, both biological and chosen, as resources and support systems for youth, and commitment to involve families in services
• Commitment to self-reflection and personal awareness as a means of being able to remain emotionally available and connected with youth, and function as an engaged team-member
• Knowledge and interest in trauma-informed care
• Broad general knowledge of the child welfare system and youth mental/behavioral health fields
• Commitment to effectiveness, prioritizing efficiency and follow-through.
• Proficient in the use of Microsoft Word, Microsoft Excel, internet and email.
• Bilingual in Spanish a plus.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and expectations required of the position.

AGENCY WIDE CORE COMPETENCIES

Code of Conduct: Employee understands and adheres to the Agency’s Code of Conduct, demonstrates a high level of integrity in all internal and external activities and complies with the Employee Handbook and all other Agency policies, practices and procedures.

Communication: Able to inform verbally and in writing, with clarity and good effect and to understand clearly and quickly when instructions or orders are received. Included judgment about what information is important and what is not, and what should be communicated, how, to whom and when.

Judgment: Able to work independently, ask questions as needed and follow directions appropriately.

Ethical Conduct: Understands and adheres to the agency's Code of Conduct, demonstrates a high level of integrity in all internal and external activities and complies with the Employee Handbook and all other Agency policies, practices and procedures. Maintains strict confidentiality related to client, staff, donor and other Agency information.

Inclusivity. Has the desire and ability to support an inclusive environment with respect to all clients, staff and stakeholders, and to respect and adapt behavior to cultural differences and commonalities in values, expectations, beliefs and practices.

JOB SPECIFIC COMPETENCIES

Ethical Conduct: Highest level of integrity in all internal and external activities, and maintains strict confidentiality related to client, donor and employee information.

Cooperation: Ability to work independently, but also effectively as a team member, sometimes receiving work direction from multiple people.

Composure: Ability to work with financial and personnel information in strict confidence. Ability to remain calm under the pressure of deadlines.

Safety: Demonstrate safety consciousness about the work environment and equipment.

Work Quality: Employee performance of work is to expected standard with a minimum of avoidable errors and problems. Employee includes meeting deadlines and commitments and communication on a timely basis even when there are obstacles to meeting them, as well as adherence to productivity standards. 

Priority Setting: Spends his/her time and the time of others on what’s important. Quickly zeros in on the critical few and puts the trivial many aside. Can quickly sense what will help or hinder accomplishing a goal. Eliminates roadblocks, creates focus and uses time effectively.

Job Knowledge: Employee has relevant knowledge and skill to perform job duties. Employee has an awareness and possession or mastery of job facts, practices, manual skills and techniques and decision-making methods. Employee demonstrates an ability to use technology to efficiently complete work assignments, including demonstrated proficiency in using personal computers, email, the Internet and web-based programs, and necessary familiarity with Microsoft Office products, particularly Word and Excel. Also, includes ability to assess own strengths and weaknesses and taking the initiative to seek feedback and further training to improve performance. Employee strives to share their job knowledge with others. Must be detail oriented and able to manage multiple priorities. Excellent organizational and time management skills, showing the ability to consistently meet deadlines. 

Cooperation: Employee has the ability to establish and maintain effective working relationships. Employee exhibits tact and consideration. Employee displays positive outlook and pleasant manner. Employee offers assistance and support to co-workers. Employee works cooperatively in group situations as the situation requires. Employee works actively to resolve conflicts.

Customer Focus: Employee is dedicated to meeting the expectations and requirements of internal and external customers. They get first-hand customer information and use it for improvements in services. They act with customers in mind. Employee establishes and maintains effective relationships with customers and gains their trust and respect.

Requirements

QUALIFICATIONS

• High School Diploma required.
• Bachelor’s Degree preferred.
• Two years of experience in Administration in a comparable role.
• Proficiency in Microsoft Office programs, particularly Word, Excel, and PowerPoint.
• Proficiency in utilizing Internet, email and web-based programs.
• Strong written and verbal communication skills.
• Fulfillment of TB clearance, fingerprinting and state clearance, and any other mandatory state/federal requirements.
• A valid California driver's license, dependable personal automobile for use on the job, insurable by SHS’ insurance policy based on DMV record and personal vehicle insurance.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Sitting, walking, standing, twisting and bending for brief periods of time.
• Occasional reaching and/or grasping using hands and/or arms.
• May be required to lift up to 15 pounds.
• May be required to ascend/descend stairs.
• Regular use of hands requiring dexterity in using the telephone, computer keyboard, mouse or calculator.
• Visual ability to read documents and computer monitor.
• Exposure to low to moderate noise levels characteristic of working in an office or client environments.
• Ability to drive to various sites
• Hearing and speech to converse in person and over the telephone.

AGENCY EXPECTATIONS

• Adhere to all Agency Health and Safety policies and procedures administratively as well as related to the care of our clients
• Adhere to the Agency’s Code of Conduct and Employee Handbook, as well as any other agency policies and procedures.
• Attend and participate in all required agency supervisions, meetings and trainings.
• Must maintain strict confidentiality related to client, staff and other Agency information

Side by Side provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. 

Salary : $27 - $30