JOB TITLE: Bi-Lingual Administrative Assistant
FLSA STATUS: Non-Exempt; Full-Time 9:00 am-4:30 pm (35 hours week)
COMPENSATION: $29-30/hr DOE
REPORTS TO: Head of HR
LOCATION: In-Office; Petaluma
About Petaluma People Services Center:
Petaluma People Services Center strengthens the social and economic health of our community by delivering services that preserve dignity, increase self-sufficiency, and expand access to critical resources. Our work spans three core service areas: Senior Services, Mental Health, and Youth Services. PPSC is in an important chapter of organizational stabilization and infrastructure refinement. We are building strong internal systems to support program excellence, compliance, integrity, and long-term sustainability.
POSITION OVERVIEW
The Bi-Lingual Administrative Assistant is a highly organized, detail-oriented professional who serves as the administrative backbone of the Business Office. This position requires exceptional organizational skills, sound judgment, initiative, and the ability to manage multiple priorities while maintaining a high level of accuracy and professionalism.
As the first point of contact for visitors, volunteers, vendors, and community partners, the Administrative Assistant creates a welcoming, responsive, and service-oriented experience while ensuring the efficient day-to-day operation of the office.
This role manages a broad range of administrative responsibilities including office operations, volunteer coordination, vendor management, compliance tracking, document management, facilities support, translation coordination, and organizational recordkeeping. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, follows through on every detail, and takes pride in creating organized systems that support the success of the entire organization.
The successful candidate is bilingual in English and Spanish, possesses outstanding communication skills, exercises discretion with confidential information, and consistently demonstrates reliability, accountability, and exceptional customer service.
ESSENTAIL JOB FUNCTIONS & RESPONSIBILITIES
Front Desk & Office Operations
- Serve as the professional first point of contact for clients, visitors, volunteers, vendors, donors, and community partners, providing exceptional customer service in both English and Spanish.
- Maintain an organized, efficient, and welcoming office environment while ensuring daily administrative operations run smoothly.
- Independently prioritize multiple assignments while consistently meeting deadlines and maintaining exceptional attention to detail.
- Draft, proofread, edit, and distribute professional correspondence, reports, forms, presentations, and organizational documents.
- Develop, organize, and maintain standardized filing systems, administrative procedures, and Standard Operating Procedures (SOPs) to improve operational efficiency.
- Coordinate, office calendars, and shared organizational resources.
- Receive, process, and distribute incoming mail, packages, and deliveries.
- Order, maintain, and monitor office supplies while ensuring appropriate inventory levels.
Operations, Facilities and Vendor Coordination
- Serve as the primary administrative liaison for technology vendors, office suppliers, facility contractors, maintenance providers, and other operational partners.
- Coordinate maintenance requests and monitor projects to ensure timely completion and effective communication.
- Maintain organized vendor files, service agreements, invoices, maintenance records, warranties, and contracts.
- Track office equipment, technology assets, furniture, and organizational inventory while coordinating procurement and replacements.
- Support workplace safety initiatives by maintaining inspection schedules, facility documentation, and maintenance records.
Compliance and Administrative Tracking
- Maintain organizational compliance calendars and proactively monitor deadlines for licenses, permits, insurance renewals, inspections, certifications, and regulatory requirements.
- Maintain confidential personnel, compliance, and organizational records with exceptional accuracy and discretion.
- Complete required training and follow established confidentiality, privacy, and data security protocols for the appropriate collection, handling, storage, and protection of Personally Identifiable Information (PII) and other confidential or sensitive information.
- Track employee certifications, driver's licenses, automobile insurance, required trainings, and other compliance documentation while ensuring timely renewals.
- Partner closely with Human Resources to maintain required workplace postings, compliance documentation, and regulatory records.
- Manage new hire, re-hire and current employee training assignments; track and follow-up with employees ensuring timely completion
Leadership Administrative Support
- Provide administrative support to The Executive Director and Head of HR
- Assist with special projects, organizational initiatives, and continuous process improvement efforts.
- Coordinate organization-wide translation services, ensuring public-facing materials, forms, outreach documents, digital content, and communications are available in both English and Spanish.
- Support organizational initiatives that improve efficiency, consistency, and administrative excellence.
- Participate in a cross-coverage model with other PPSC administrative staff, providing backup support during vacation, sick leave, and other absences while maintaining familiarity with essential office functions to ensure continuity of operations.
QUALIFICATIONS
Required
- Associate degree in Business Administration, Office Administration, Accounting, or related field preferred.
- Minimum three (3) years of progressively responsible administrative support experience in a professional office environment.
- Fluency in both English and Spanish, including written and verbal communication.
- Strong proficiency with Microsoft Office Suite including Outlook, Word, Excel, Teams, and Adobe Acrobat.
- Proven experience coordinating office operations, schedules, records, and administrative processes.
- Strong organizational, planning, and time management skills with exceptional attention to detail.
- Demonstrated ability to manage multiple priorities while maintaining exceptional accuracy and organization.
- Ability to anticipate needs, solve problems independently, and exercise sound judgment.
- Excellent written, verbal, and interpersonal communication skills.
- Experience working with databases, electronic filing systems, spreadsheets, and administrative tracking systems.
- Experience working with vendors, contractors, volunteers, and community partners.
- Strong customer service skills with the ability to communicate professionally with individuals from diverse backgrounds.
- Valid California Driver's License, reliable transportation, and proof of automobile insurance.
Preferred
- Experience supporting executive leadership or senior management.
- Experience in nonprofit, human services, healthcare, education, or community-based organizations.
- Experience using Bloomerang or similar donor management (CRM) software.
- Experience creating administrative procedures, workflows, and Standard Operating Procedures (SOPs).
What We're Looking For
We are seeking someone who is:
- Exceptionally organized and highly detail oriented.
- A proactive self-starter who identifies needs before being asked.
- Able to balance multiple competing priorities without sacrificing quality.
- Professional, dependable, and accountable.
- Comfortable working independently while collaborating effectively with a team.
- Passionate about providing outstanding customer service to clients, volunteers, community partners, and colleagues.
- Skilled at creating structure, maintaining organized systems, and improving administrative processes.
- Committed to supporting the mission and values of Petaluma People Services Center.
What do we offer:
- Supportive, welcoming, friendly environment
- Up to 64 hours of sick leave annually
- Generous vacation accrual, and paid holidays including a Birthday holiday
- Comprehensive benefits package, including fully paid medical, dental, and vision coverage for the employee and 50% paid coverage for family members.
- FSA dependent care and medical expense plan
- Employee assistance program
- 403(b) plan
- (+other benefits to support our team members)
Physical Demand & Work Environment
This position operates in a professional office environment. The role requires sitting for extended periods, computer work, and frequent communication via phone and email. The ability to lift up to 25 pounds occasionally may be needed for events or office tasks.
Additional Note
Petaluma People Services Center is an equal opportunity employer committed to building a diverse and inclusive workplace. In accordance with applicable federal, state, and local laws, PPSC encourages applications from candidates of all backgrounds and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law. Applicants must be authorized to work in the United States.
This job description is not exhaustive and may be modified based on organizational needs. Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management.
Final candidates will be required to successfully complete a background check in accordance with applicable law.
Pay: $29.00 - $30.00 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
