Location: SRC - Long Beach: long beach, CA

SUMMARY

The Administrative Assistant provides administrative and clerical support to the Serenity/HHH Program staff.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Responsible for the facilities day- to-day clerical operations

• Responsible for data input into data base.

• Perform office duties that include: filing, copying and printing, manage the program office supply inventory, replenishment, and distribution

• Handling and managing program petty cash, ensuring expenditures are justifiable, collecting receipts and processing reimbursement forms in a accurate and timely manner

• Purchasing, handling and managing transportation appointment for the patients., process reimbursement forms in a accurate and timely manner

• Ensuring staff is adhering to program and contracted policy and procedures with the

• Processing and handling of confidential documentation and materials

• Manage the collection and distribution of company mail

• Manage the maintenance and replacement of office equipment such as copiers, faxes, meters and any other office equipment

• Assist with the planning and coordination of special projects, presentations, dissemination of information, and program events

• Prepare confidential documentation for Serenity/HHH staff; accurately record, organize, and distribute

• Ensure all program reporting is done in a completed and timely manner

• Act as liaison to all clinical staff to ensure efficient coordination and completion of documents needing review and/or approval based on the DHS contracted and program standards

• Independently maintain all DHS; perform file audits to ensure proper record keeping, analyzing, coding, indexing and storing; records are to be complete, accurate, and adhere to DHS contracted and program standards per HIPAA and government funding regulations

• Manage all enrollments and conduct monthly chart audits for chart completeness and accuracy.

• Manage agency wide processing and responding of client record requests per HIPAA regulations when requests from authorized users and/or clients are received

• Plan and coordinate clinical staff trainings and new employee orientation classes; schedule and assist where needed with all levels of staff; create, manage and produce presentations and reading materials for attendees and presenters

• Attend and take minutes for Serenity/HHH staff meetings as requested. Maintain minute records.

• Provide direct support to clinical staff and director in the creation of memos, reports, policy and procedures, and other confidential materials in reference to the staff and program needs

QUALIFICATIONS

• High school diploma or equivalent.

• Minimum two years’ related experience or training

• Detail oriented with good time management, organizational, written, verbal, and interpersonal skills

• Able to maintain a high level confidentiality

• Able to handle sensitive and confidential situations with poise, tact, and diplomacy

• Excellent computer skills, including familiarity with Microsoft Word, Outlook, Excel, PowerPoint and agency wide database applications

• Able to learn quickly and work effectively with individuals at all levels of the organization and with minimal to no supervision

• Able to set priorities, meet deadlines, and juggle multiple competing tasks and demands

WORK ENVIRONMENT

• Office environment

• May necessitate working in busy and loud environment

• Will be exposed to elements like cold, heat, dust, noise and odor

• May need to bend, stoop, twist , and pick up heavy materials for short periods of time

RESPONSIBILITIES COMMON TO ALL AGENCY EMPLOYEES

• Maintain a safe work environment and confidentiality at all times

• Be proactive, creative, and flexible in determining, evaluating, researching, and resolving issues

• Organize and prioritize multiple activities to meet all external and internal deadlines

• Maintain professional demeanor that reflects positively on the agency

• Demonstrate respect and courtesy toward others

• Able to thrive in a work environment emphasizing teamwork and collaboration

• Respond in a timely manner in all aspects of communication

• Work with minimum supervision

• Perform other duties as assigned