Office Assistant

POSITION: Office Assistant

STATUS: Employee

HOURS: Full time

REPORTS TO: Operations Manager

COMPENSATION: Hourly

BENEFITS: Paid Time Off, Paid Holidays, Sick Time, Unpaid time off subject to approval

Position Description:

The Office Assistant at Tara's Chance is a dependable, organized, and detail-oriented professional with strong communication skills and a collaborative mindset. This role is essential in supporting the day-to-day administrative operations of the organization and ensuring a smooth logistical framework across all departments.

Key responsibilities include managing office resources, coordinating schedules, supporting external communications with riders and families, and assisting in administrative fundraising tasks. The Office Assistant serves as the central point of contact for internal logistics and plays a critical role in maintaining accurate financial records, including billing, invoicing, and processing payments.

The ideal candidate will have prior experience in administrative support, excellent organizational skills, and a solid understanding of financial processes. A proactive, team-oriented attitude and the ability to communicate clearly with staff, families, and partners are essential for success in this role.

• Serve as the liaison between parents of clients and the organization
• Coordinate schedule changes and cancellations with parents and program staff to ensure efficient program operation
• Generate and manage billing processes, ensuring timely and accurate invoicing for goods or services rendered, and diligently monitoring accounts to guarantee timely payments from clients
• Oversee and manage the client waiting list to ensure accurate information and effective implementation into programs
• Onboard all clients into the program by coordinating evaluation ride of the client, meeting with parents, and scheduling clients for weekly sessions
• Participates in program operations as a side walker, horse lead, or instructor as needed by the Program Director
• Onboards new employees, holds orientation, disseminates employee handbook, policies, and forms
• Ensures all employee records are up to date and meet the required regulations, identifies review periods and files all required documentation throughout the year
• Implement other directives as handed down from the Operations Manager

• Maintain Salesforce CRM platform including training staff members on the functions of the software

• Monitor all business expenses inputted by the Office Assistant, including receipts, and categorizing them appropriately

• Match bank statements with internal records to reconcile any discrepancies and ensure financial accuracy
• Generate regular financial reports, such as income statements and balance sheets, to provide insights into the financial health of the organization

• Collaborate with other members of the finance team, management, and external stakeholders to ensure accurate and timely financial information

• Support fundraising efforts as directed by the Operations Manager and Executive Director

• Maintain donor database, keep organized records of donors, and provide donor stewardship when directed

Qualifications:

• Experience billing, invoicing, payment processing and updating account records
• Computer skills with fluency in QuickBooks Online and Google Suite
• Familiar with HR principles & Payroll
• Proven organizational, management & communication skills
• Clearance of background check

• Comfort with phone communication

• Experience communicating with or working for a Regional Center

• Social media savvy
• Familiar with computer software: Givesmart, Salesforce, Grasshopper, DocuSign, and WIX
• Familiar with sexual assault/harassment policy, civil rights policy, etc.

Job Type: Full-time

Pay: $22.00 per hour

Expected hours: 35 – 40 per week

Application Question(s):

• Any experience working with Regional Center or Charter Schools?

Experience:

• Office: 2 years (Preferred)

Ability to Commute:

• Fullerton, CA Required)

Work Location: In person