Job Description

Level Entry Job Location Sonoma - Santa Rosa, CA 95407 Position Type Full Time Education Level High School Salary Range $23.50 - $26.25 Hourly

Travel Percentage Up to 25% Job Shift Day Job Category Admin - Clerical

Work with great people doing great things! Join Buckelew Programs and play a pivotal role in making a meaningful impact on the lives of individuals facing mental health and substance use challenges in the North Bay.

We are hiring a new Administrative Assistant to join our team. In this role, you will provide vital support to program operations under the supervision of the inRESPONSE Program Manager and other inRESPONSE Program Leadership. This includes a wide range of administrative, clerical, and data support functions. Key responsibilities include maintaining and producing program records and data reports, managing electronic health records (EHR) and other data systems, and acting as the local expert on these platforms for staff. You will ensure a professional and welcoming office environment by supporting a variety of program activities, including food equity initiatives and customer service. Within the inRESPONSE Program the Administrative Assistant is responsible to engage everyone that comes into the lobby by providing support, resources, internal referrals and calling the inRESPONSE team when needed for times of crisis.

In addition, this role supports community outreach efforts by assisting with presentations, workshops, events, and trainings; coordinating with schools, community groups, and local organizations; and fostering partnerships that strengthen awareness, expand access to resources, and reduce stigma across the City of Santa Rosa.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Customer Service & Front Desk Support

• Greet and assist visitors in a professional and welcoming manner, representing Buckelew Programs’ mission, vision, and values.
• Answer and direct incoming phone calls courteously and professionally.
• Maintain a clean, organized, and inviting reception area and office space
• Support clients, families, and providers in accessing Buckelew/inRESPONSE Programs and community services in alignment with the CalAIM "No Wrong Door" initiative.

Food Equity Grocery Recovery

• Oversee food pantry volunteers and provide direct support when volunteers are unavailable.
• Coordinate weekly food donation pickups.
• Maintain cleanliness, organization, and safety of the food pantry space.
• Train and support volunteers and staff on food equity program processes.

Food Equity Pantry Oversight

• Assist with ordering and in-person shopping at Redwood Empire Food Bank.
• Manage pantry data and reporting for internal teams and external partners (e.g., Redwood Empire Food Bank, Development and Finance Teams).
• Ensure inventory systems are maintained, and food safety protocols are followed.

Clerical & Administrative Support

• Provide administrative assistance to Program Leadership and staff, including support for staff meetings and program operations.
• Perform general office duties: check voicemails, file documents, make copies, and prepare correspondence or routine reports.
• Coordinate with the Regional Operations Manager/Program Manager to manage office supplies and equipment, ensuring maintenance and adequate inventory.
• Support onboarding and offboarding processes in coordination with the People Team and Operations Manager.

• Schedule appointments, complete client intakes, and respond to administrative inquiries.
• Maintain and distribute marketing and program materials; track and fulfill requests as needed.
• Oversee and maintain inRESPONSE vehicle fleet, including scheduling vehicle maintenance and hygiene. Addressing unexpected vehicle concerns including vehicle accidents, safety and hygiene utilizing fleet management systems

Fiscal & Reporting Support

• Complete monthly administrative and fiscal tasks such as submitting petty cash receipts, mileage logs, and other documentation.
• Communicate with county partners and internal finance teams to ensure timely resolution of fiscal requests.

Database & Electronic Health Record (EHR) Management

• Manage data entry, maintenance, and quality assurance within assigned EHR and database systems.

• Generate data reports as requested and authorized.
• Provide support and technical assistance to staff, volunteers, and interns using EHR/database systems; escalate issues as needed.
• Act as a program point-of-contact for database-related questions or problems.

Education & Experience

• High School Diploma or equivalent required; Associate’s Degree (AA) preferred.
• Minimum of two (2) years of recent and relevant administrative experience, ideally in a behavioral health or nonprofit setting.
• Experience with EHR systems or client databases preferred.

Skills & Abilities

• Intermediate proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Strong organizational skills with excellent attention to detail and accuracy.
• Effective written and verbal communication skills; able to interact professionally with all levels of staff and stakeholders.
• Comfortable handling numbers and performing basic arithmetic.
• Ability to maintain confidentiality and exercise discretion in a HIPAA-compliant environment.
• Team player with the ability to work both independently and collaboratively.
• Reliable, self-motivated, and proactive in addressing tasks and challenges.
• Familiarity with the principles of trauma-informed care and culturally responsive service delivery is a plus.

Additional Requirements

• Valid California Driver’s License, an insurable driving record, and access to a reliable, insured vehicle.
• Must pass a LiveScan fingerprint background check (as required by some programs).
• First Aid/CPR certification may be required depending on program needs.

We are an Equal Opportunity Employer committed to creating a workplace that celebrates diversity, promotes equality, and fosters inclusion. We encourage applications from individuals of all backgrounds, experiences, and perspectives.