THE LATINO COMMISSION ON ALCOHOL & DRUG ABUSE SERVICE, INC.

 

JOB DESCRIPTION

POSITION:  ADMINISTRATIVE ASSISTANT

PROGRAM:  NUEVO COMIENZO COMMUNITY CENTER

LOCATION: CENTRAL VALLEY

DIRECTOR: CENTRAL VALLEY DIRECTOR

EMPLOYMENT TYPE:  PART-TIME POSITION

 

Program Description

The Latino Commission on Alcohol and Drug Abuse Services (TLC) is a health service provider contracted by San Mateo County Behavioral Health and Recovery Services, and the San Francisco Department of Public Health. TLC was established in 1991 and has historically served immigrant and native children, youth, adults, and their families throughout its 32-year history. TLC oversees the operations of 12 programs including operating 5 DHCS state-licensed and Drug Medi-Cal certified Substance Use Disorder Recovery Homes and Outpatient Facilities.

 

The Nuevo Comienzo Community Center is committed to restoring youth and family holistically  in an environment of love and understanding that represents our culture, improving the quality of life in the Central Valley migrant farming communities in Cutler-Orosi, Dinuba, and Visalia in Tulare County through afterschool youth and family health, prevention, and wellness programs. Our unique culturally based program models offer innovative treatment and prevention services that use culturally- relevant healing and behavioral health interventions, as central aspects contributing to a healthy community. This is the foundation of all programming we develop in youth leadership, community advocacy, health and wellness education, substance use and teen pregnancy prevention, and gender-specific programming.

 

Position Description

The Administrative Assistant is responsible for supporting the daily operations and administrative functions of the organization to ensure efficiency, professionalism, and high-quality service delivery. This role is essential in maintaining organized office systems, supporting internal and external communications, assisting with financial and administrative processes, and fostering a welcoming environment for staff, students, families, community members, and partners.

 

The position serves as a key point of contact for the organization and contributes to the coordination of programs, meetings, events, and community engagement activities.

 

This role requires strong organizational skills, attention to detail, professionalism, punctuality, and the ability to thrive in a fast-paced, community-centered environment. The Administrative Assistant must consistently exercise sound judgment, discretion, and confidentiality when handling sensitive participant, student, staff, financial, and organizational information.

 

Key Responsibilities

Administrative & Office Operations

• Maintain a clean, organized, and welcoming front desk and office environment.

• Greet, check in, and assist students, families, visitors, and community members.

• Answer and direct phone calls and respond to emails in a timely, professional manner.

• Manage incoming mail, distribute correspondence, and process utility bills.

• Maintain organized digital and physical filing systems.

• Print, scan, file, and distribute documents, reports, mileage logs, and program materials.

• Operate office equipment including printers, scanners, and copiers.

• Maintain office supply inventory and coordinate replenishment as needed.

• Ensure informational materials and flyers are current and well-stocked.

 

Financial & Administrative Support

• Assist the management team with budget reports and administrative documentation.

• Maintain financial records and support tracking systems for organizational expenses.

• Prepare check payment requests and monitor invoices, utility bills, and other financial obligations to ensure timely processing.

• Update spreadsheets and records using Excel and Outlook.

• Collect and track staff mileage logs and follow up to ensure timely reimbursement processing.

 

Meetings, Events & Program Support

• Coordinate meetings using Outlook, Microsoft Teams, and calendar systems.

• Prepare meeting spaces, including seating arrangements, materials, agendas, and presentation equipment.

• Take and distribute meeting notes as assigned.

• Support planning, preparation, and implementation of organizational events, workshops, and community programs.

• Prepare event materials, sign-in sheets, and communications.

• Track attendance and assist with post-event documentation and organization.

• Support Youth Leadership Development Programs and the Annual Strengthening the Roots Latino Conference as needed.

 

Community & Organizational Engagement

• Support organizational outreach, communications, and promotional efforts.

• Represent the organization at meetings, events, and community activities as directed.

• Assist with coordination of partnerships and committee participation when required.

 

Office Systems & Technology

• Utilize Microsoft Office Suite, including Outlook, Excel, Teams, and OneDrive for communication, scheduling, data entry, and file management.

• Use Zoom and other virtual platforms for meetings and conferences.

• Maintain secure access systems, including multi-factor authentication as required.

 

Cultural Sensitivity

• Support a safe, welcoming, supportive, and inclusive environment for youth participants, families, community members, community partners, and employees of The Latino Commission.

• Ensure LGBTQ+ inclusion and sensitivity by providing support that is compassionate and reflects an understanding of their unique challenges, needs, and strengths. This includes using inclusive language, providing visible support, and addressing potential discrimination or bias.

 

Confidentiality & Professional Standards

• Maintain strict confidentiality regarding all participant, student, staff, financial, and organizational information.

• Handle sensitive information with discretion, integrity, and compliance with organizational policies.

• Demonstrate professionalism, punctuality, and appropriate workplace conduct at all times.

• Report urgent concerns to supervisory staff immediately.

 

Essential Functions

• Maintain cleanliness and organization of office, classrooms, and common areas.

• Support setup and breakdown of program and event spaces.

• Ensure a safe, organized, and professional environment at all times.

• Perform occasional errands, including pickup of meals, supplies, or materials for meetings, trainings, or events.

• Provide general administrative and operational support as assigned by the Central Valley Director. 

 

Qualifications         

Required: 

• High school diploma or equivalent required.

• Minimum of 2 years of administrative, office support, or customer service experience preferred.

• Bilingual English/Spanish proficiency preferred.

• Proficiency in Microsoft Office Suite (Outlook, Excel, Teams, OneDrive).

• Strong organizational, communication, and multitasking skills.

• Ability to work independently and collaboratively in a team environment.

• Strong time management, reliability, and attention to detail.

• Ability to maintain confidentiality and exercise sound judgment.

• Strong interpersonal skills and a professional, positive attitude.

• Ability to adapt to changing priorities and meet deadlines.

 

Additional Requirements

• Ability to work flexible hours, including evenings and weekends as needed.

• Ability to lift up to 25 lbs.

• Valid driver’s license and proof of insurance required.

• Must pass DOJ/FBI background check and fingerprinting.

• TB clearance required.

• Must demonstrate integrity, humility, and respect when working with diverse populations.

• If in recovery, a minimum of 3 years of sobriety is required.

 

Work Environment & Schedule 

This is an in-office position with occasional community-based work. Some evening and weekend hours may be required for events, meetings, or outreach activities. 

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Education and Experience

High school diploma or equivalent required. Minimum of 2 years of administrative, office support, or customer service experience preferred.

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Status and Compensation

This is a part-time position ($20 HR/ 20 HRS PER WEEK). This position does not include medical, dental, or vision benefits.

  

Application Process

Applicants must submit a resume/application via email to: TLC Talent Division at tlctalent@thelatinocommission.org.

All resume/applications will be pre-screened. Only qualified candidates will be contacted for interviews.

 

The responsibilities outlined in this job description may be modified at any time to support the successful implementation of the program and to align with evolving organizational priorities.

 

The Latino Commission on Alcohol & Drug Abuse Services, INC., offers equal employment opportunity to all applicants without regard to race, creed, religion, national origin, ancestry, physical or mental handicap, disability, marital status, age, gender, or sexual orientation.

Project funded by The Center at Sierra Health Foundation, Cutler-Orosi Joint Unified School District, and the Central Valley Community Foundation.

Rev. TLC 08/2023