Find & Apply For Office / Administrative Assistant Jobs in Ripon, California

ABOUT THE GATE OF BEAUTIFUL

The Gate of Beautiful oversees three small residential care homes serving adults with developmental disabilities. We are committed to supporting safe, organized, person-centered residential environments where residents are treated with dignity, respect, and compassion. We are seeking a dependable, organized, and proactive Entry-Level Administrative Assistant to support the daily administrative and operational needs of both residential care homes. This position is ideal for someone who enjoys organizing information, coordinating schedules, communicating with staff, maintaining accurate records, and helping a business operate efficiently. We are willing to train the right candidate. However, we are looking for someone who takes initiative, follows instructions, communicates consistently, and accepts responsibility for completing assigned tasks. The ideal candidate does not wait to be reminded repeatedly. They stay organized, anticipate needs, communicate proactively, and follow through.

POSITION SUMMARY

The Entry-Level Administrative Assistant will provide administrative and operational support to three four-bed residential care homes serving adults with developmental disabilities. Working under the direction of management, this individual will help coordinate caregiver schedules, maintain employee records, organize administrative documentation, track deadlines, assist with staffing coverage, and ensure important operational tasks are completed accurately and on time. Because this position supports three separate residential locations, strong organizational skills, attention to detail, discretion, and consistent communication are essential. The successful candidate must be comfortable managing multiple priorities while keeping management informed of progress, outstanding assignments, and potential problems.

KEY RESPONSIBILITIES 1.

Caregiver Scheduling and Staffing Coordination Create, maintain, and update caregiver work schedules for two residential care homes. Coordinate shift assignments, approved time-off requests, and schedule changes. Monitor upcoming schedules to identify staffing shortages and potential coverage gaps. Communicate schedule changes and shift assignments to caregivers in a timely manner. Maintain accurate records of schedule changes, approved absences, and staffing adjustments. Assist with coordinating replacement caregivers when employees call out or cannot work scheduled shifts. Follow established procedures for obtaining management approval for schedule changes and staffing arrangements. Track employee attendance, tardiness, absences, and vacation requests. Prepare and maintain monthly attendance reports for management. Help ensure staffing schedules support each home's operational needs and applicable staffing requirements. Immediately notify management of uncovered shifts, recurring attendance concerns, or other staffing issues requiring attention.

Scheduling expectation:

Caregiver schedules must be accurate, organized, communicated in advance whenever possible, and regularly reviewed to help prevent avoidable staffing gaps. 2. Personnel Files and Employee Documentation Maintain organized and confidential employee personnel files. Assist with collecting and organizing new-hire paperwork. Track employee training, required documentation, and applicable certification or renewal deadlines. Maintain records of employee orientation and completed training. Assist with tracking background clearance documentation and other required employment records. Monitor outstanding employee paperwork and follow up with staff to obtain missing documents. Assist management with preparing onboarding packets and employee forms. Maintain accurate records of staff attendance and scheduling documentation. Notify management when required documentation is missing, incomplete, or approaching expiration. 3. Residential Care Administrative Support Maintain organized administrative records for three residential care homes. Assist with organizing resident-related documentation while protecting confidential information. Track administrative deadlines and maintain calendars for required reviews, renewals, and documentation. Assist with preparing files and organizing records for licensing visits, inspections, audits, and internal reviews. Help maintain organized administrative records related to facility operations. Track outstanding paperwork and communicate with management regarding incomplete items. Assist with preparing letters, forms, reports, checklists, and other administrative documents. Help ensure documents are filed correctly and can be retrieved when needed. Support management in maintaining organized systems for each home's administrative responsibilities. This position provides administrative support and does not independently interpret licensing requirements, make clinical decisions, or assume licensing responsibilities assigned to management or the administrator. 4. Communication and Office Coordination Monitor business emails, phone messages, and administrative correspondence. Respond to routine inquiries professionally and direct sensitive or complex matters to management. Communicate important updates to management promptly. Maintain calendars, reminders, task lists, and administrative deadlines. Follow up on outstanding assignments and requests. Coordinate meetings, appointments, and administrative activities. Maintain organized electronic and physical filing systems. Prepare professional letters, notices, spreadsheets, and reports. Assist with communication between management and caregivers regarding administrative matters. Ensure important messages are acknowledged and addressed promptly. 5. Attendance, Timekeeping, and Administrative Reporting Maintain attendance records for caregivers at two locations. Track tardiness, absences, approved vacation days, and other designated attendance codes. Assist with reviewing employee timecards for missing punches or discrepancies. Prepare attendance summaries and identify inconsistencies for management review. Maintain records of approved schedule changes and time-off requests. Assist with organizing payroll-related documentation and submitting it to management by established deadlines. Promptly report discrepancies or missing information rather than making unauthorized corrections. Final payroll approval and other management-level financial decisions remain with authorized personnel. 6. Supplies, Vendors, and General Business Support Assist with monitoring office supplies and routine operational inventory. Help track purchase requests, invoices, receipts, and vendor correspondence. Maintain organized records of business purchases and administrative expenses. Assist with scheduling routine appointments and coordinating service providers. Follow up on pending orders, service requests, and outstanding administrative matters. Help organize documents related to facility maintenance and operational needs. Perform other administrative duties as assigned by management. 7. Confidentiality and Professional Conduct Protect confidential resident, employee, financial, and business information. Follow company policies and established procedures for handling sensitive records. Share information only with individuals authorized to receive it. Maintain professional boundaries when communicating with residents, families, employees, and outside parties. Demonstrate respect for adults with developmental disabilities and support a culture of dignity, inclusion, and person-centered care. Immediately report concerns involving missing records, confidentiality, or administrative errors to management.

Pay:

$21.00 - $23.00 per hour

Benefits:

401(k) Flexible schedule Health insurance Paid time off Vision insurance

Work Location:

In person