Administrative Assistant/ Scheduler

Antioch, CA

📍 Location: Antioch, California
📅 Schedule: Full-Time | Non-Exempt 
💼 Department: Intensive Home Based Services
📈 Reports To: Core Program Manger
💰 Pay Range: $21.00 per hour

✨ Make a Meaningful Impact
Aspiranet, one of California’s leading nonprofit organizations supporting children, youth, and families, is seeking a detail‑oriented and highly organized Administrative Assistant II / Scheduler to support our team.

This role is essential to ensuring smooth program operations, timely coordination of services, and a welcoming, professional environment for staff, clients, and community partners. If you thrive in a fast‑paced setting, enjoy supporting mission‑driven work, and take pride in keeping systems running seamlessly, we’d love to meet you.

❤️ About Aspiranet
Founded in 1975, Aspiranet is a mission-driven organization dedicated to helping families thrive. We provide a continuum of care across California through six service divisions: Foster and Adoption, Transitional Aged Youth, Residential, Intensive Home-Based Services, Behavioral Health, and Family and Community. Every role at Aspiranet contributes to something greater: building a future where every child is loved, every family supported, and every individual equipped to succeed.

📝️ Position Summary
The Administrative Assistant II / Scheduler provides essential administrative and operational support to ensure the program functions efficiently and effectively. This role coordinates assessments and intakes, manages office operations, maintains accurate records, supports HR‑related processes, and serves as a key point of contact for staff, clients, and visitors.

If you enjoy being the organizational backbone of a team and contributing to meaningful work that supports children and families, this role is a great fit.

🔍 Key Responsibilities

📅 Scheduling & Coordination
• Schedule assessments and intakes
• Maintain conference and meeting room calendars
• Coordinate services and support program logistics

📞 Office Support & Reception
• Provide general reception and operate a multi‑line phone system
• Manage incoming and outgoing mail
• Maintain office supply inventory and place orders
• Ensure office spaces are clean, stocked, and welcoming

📂 Administrative & Program Support
• Enter assessment data and generate accurate database reports
• Manage filing systems, scanning, copying, and annual archiving
• Prepare meeting minutes, correspondence, and written summaries
• Support onboarding/offboarding and ongoing HR administrative tasks
• Prepare materials for monthly safety meetings
• Perform periodic file audits and ensure compliance with documentation standards

💼 Fiscal & Technical Support
• Manage and reconcile petty cash
• Process fiscal fund requests and vendor invoices
• Serve as local technical support for agency equipment

🤝 Professionalism & Communication
• Maintain confidentiality in compliance with HIPAA and agency policies
• Demonstrate cultural sensitivity and professional boundaries
• Represent Aspiranet with integrity and uphold agency values
• Perform additional duties as assigned by the Core Program Director

✅ Qualifications
• Minimum two years of experience in clerical or business office operations
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel)
• Experience in a Windows‑based environment, including communication software
• Strong organizational skills with the ability to prioritize multiple tasks
• Ability to meet deadlines and manage workload independently
• Competence with standard office equipment (copier/printer/scanner/fax, postage meter, etc.)
• Meets all state-required employment conditions, including:
o DOJ fingerprint and Child Abuse Index clearance
o TB/Health physical
o Valid CA Driver’s License and acceptable driving record (if driving is required)

💻 Work Environment & Schedule
• Office‑based role within a supportive program environment
• Full‑time schedule with occasional flexibility based on program needs
• May require limited travel for meetings, training, or collaboration

❤️ Why Aspiranet?
• Competitive compensation, comprehensive benefits package, and a 403(b) retirement plan with employer matching.
• Access to the free Aspiranet Employee Perks Program. Enjoy exclusive discounts on entertainment, travel, wellness, pet care, gym memberships, theme parks, and more
• Flexible paid time off including 11 paid holidays, 10 vacation days, 10 sick leave days, two diversity days, and paid birthday time off.
• Access to our employee assistance program including 24/7 crisis line; up to 6 counseling sessions per issue.
• Training opportunities are available to support your ongoing development and career aspirations.
• Collaborate in a supportive, inclusive, and mission-aligned culture.
• Opportunity to lead meaningful initiatives that support employee

🏋️Physical Demands

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. In accordance with the Americans with Disabilities Act (ADA), reasonable accommodations may be made to enable qualified individuals with disabilities to perform these essential functions.

This position typically operates in a standard office environment. The noise level is generally quiet and remains within OSHA’s established safety levels at all times.

⚖️ Equal Employment Opportunity

Aspiranet is an equal opportunity employer that recognizes the value of diversity. We believe a diverse workforce within a culture of Inclusion, Diversity, Equity, and Access (IDEA) increases creativity, innovation, problem-solving, and teamwork for the youth and families that we serve and the organization as a whole.  Aspiranet strives to provide our employees with a workplace that is welcoming, inclusive of differing world views, cultures, and lived experiences.

📝  How to Apply

Join us in building brighter futures.

Apply today through our career portal:

✨ Click here to apply: www.aspiranet.org/careers

✨ Pro Tip: Once you’re in the portal, be sure to create an account to get started on your application! It’s quick, easy, and the first step to making a difference.