Administrative Assistant

TRINITY CENTER

Receptionist / Administrative Assistant Reports to Programs Manager Full Time - Monday to Friday 730-4pm Salary Rate $26.50 POSITION

OVERVIEW

The Receptionist / Administrative Assistant is the first point of contact for Trinity Center and plays a critical role in creating a welcoming, respectful, and trauma-informed environment for members, guests, donors, and staff. The reception area is a priority coverage area during Trinity Center's hours of operation. Employees assigned to this role are expected to report as scheduled and maintain reliable attendance, consistent with Trinity Center's attendance and leave policies and applicable California law.] The receptionist is where triaging the needs of community members begins and serves as an essential access point for connecting members with appropriate services, staff, and resources. Trauma-informed engagement is required as part of this role, Trinity Center will provide trauma-informed care and engagement training.

KEY RESPONSIBILITIES

Front Desk & Reception (30%) Warmly greet all visitors, members, donors, and community partners with professionalism and empathy. Manage VOIP messages and in-person inquiries and route communications as appropriate. While this position does not currently manage incoming telephone calls or organization-wide email communications, these responsibilities may be assigned to the role in the future based on organizational needs. Ensure clients and guests sign in and follow access protocols, issue badges and tickets per policy. Ensure volunteers sign in and sign out according to agency procedures and wear the appropriate identification badges at all times. Maintain a clean, safe, and welcoming reception area. Support basic site security and monitor member activity in alignment with agency guidelines. Assist in de-escalating concerns and connecting members to appropriate staff when conflicts arise, following agency policies and training. Direct conflict intervention responsibilities will be determined by program protocols and supervisory guidance.] Administrative & Program Support (30%) Schedule appointments for case management and partner services. Access and maintain shared staff and conference room calendars to coordinate appointments, meetings, and room reservations. Provide administrative support to leadership and program teams (e.g., calendars, logistics, room bookings). Handle all incoming/outgoing mail and member mail distribution. Monitor office supply inventory and coordinate monthly orders. Assist with preparation for events, volunteer days, and all-staff meetings. •Participate in internal communications processes and remain informed regarding organizational updates relevant to reception operations. Data Entry & Documentation (30%) Input accurate, timely attendance data into HMIS, Google Sheets, and other tracking systems. Complete additional data-entry assignments as needed to support organizational operations and reporting requirements. Ensure that all persons checking in for services have Trinity Center Program Enrollment and/or facilitate new member or re-enrollments/orientations, as well as a profile photo. Uphold strict confidentiality standards, including HIPAA compliance. Assist with generating reports and maintaining both digital and physical records. Participate in quality assurance activities including internal audits and file reviews. Communicate any system alerts to Case Management per company policy. Serve as an important partner in maintaining data integrity, accuracy, and consistency across Trinity Center systems and records. Operational Support (10%) Perform routine administrative tasks such as printing, scanning, copying, and filing. Ensure shared spaces and reception systems are clean and functional. Participate in staff meetings, trainings, and team events to stay aligned with Trinity Center's mission. Providing resources to individuals who are not literally homeless or at risk of homelessness. Other miscellaneous administrative tasks as needed.

QUALIFICATIONS

Preferred:

Experience in a nonprofit, social services, or trauma-informed care setting. Willingness to participate in trauma-informed engagement training, de-escalation training, and other professional development opportunities relevant to front-line member services.] Familiarity with HMIS or client management databases. Bilingual in English and Spanish.

Pay:

$25.50 - $26.50 per hour

Benefits:

Dental insurance Employee assistance program Paid time off Vision insurance

Work Location:

In person