Description

SUMMARY:

Administrative Assistant is responsible for administrative and skilled secretarial duties for assigned staff and/or program; coordinates related tasks as assigned so they are completed in an expedited manner; use professional judgment to prioritize and complete assignments; understand and practice confidentiality of information.

 SALARY: $16.02 to $21.47

EMPLOYEE BENEFITS:

Health benefits to include medical, dental and vision

Pension

Bilingual Stipend

Life Insurance

Retirement Plans

Flexible Spending Accounts

Employee Assistant Program

Paid Holidays

Paid Sick and vacation accruals

Monday through Friday work schedule

Various Employee sponsored plans

DUTIES AND RESPONSIBILITIES:

Disclaimer – This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed or may perform related duties as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

A. Essential Job Specific Duties:

1. Performs general clerical and support tasks; performs duties related to maintenance of vendor records.
2. Produces information by transcribing, formatting, inputting, editing retrieving, copying, and transmitting text, data, and graphics.
3. Sorts and accurately files large qualities of material in according to set agency procedures and HIPAA regulations.
4. Keeps accurate records, files and reports pertinent to assigned functions.
5. Ability to use computer software to support unit according to agency protocols.
6. Sorts, handles and routes or stores and retrieves communications, documents or materials in accordance with established procedures.
7. Responds to public or staff in a courteous manner, provides information or assistance within scope of knowledge as assigned.
8. Prepares statistics and logs as assigned; other duties as assigned to meet agency needs.
9. As needed/directed will provide backup coverage for front office reception including answering phones, processing mail and distributing faxes.
10. Assist with preparation of newsletters, as assigned.
11. Maintain databases, produce reports, and work on a variety of technology platforms or other tracking systems as assigned.
12. Works on various projects that may be time limited or temporary basis as needed.
13. Must be able to work in a team environment.
14. Schedule appointments and meetings as necessary and do follow-up in related areas; complete data entry as assigned; complete special projects as assigned.
15. Reconciliation of petty cash for department.
16. Performs other like duties as assigned.

B. Other Job Specific Duties:

1. As needed, will provide coverage for Support Services Technician/ Receptionist including answering and directing incoming phone calls, taking messages, welcoming visitors
2. Promotes and maintains positive interpersonal relationships and maintains good attendance and punctuality.
3. Keeps equipment in good repair and work area neat and orderly.
4. Maintains respectful and clear communication with supervisor. Accepts guidance, constructive advice and supervision. Seeks clarification or support, as needed.
5. Work alternative hours as required.
6. Attend all meetings, trainings, and conferences as assigned.
7. Maintains safe and functional work environment.
8. Perform other like duties, as assigned.

Requirements

MINIMUM QUALIFICATIONS:

The requirements listed below are representative of the knowledge, skills, and abilities required to satisfactorily perform the essential duties and responsibilities.

Knowledge of:

• Microsoft Office including Word, Outlook and Excel
• General office equipment 
• HIPAA regulations

Ability to:

• Multitask, work independently and work well under pressure of deadlines.
• Display strong problem solving skills and have strong time management skills
• Understand and be empathetic to the problems experienced by consumers and their families.
• Establish and maintain comfortable and effective relationships with others.
• Communicate effectively verbally and in writing.
• Prioritize varied work assignments
• Complete documentation within required timelines.
• Use computer and software 

EDUCATION AND EXPERIENCE:

The following requirements generally demonstrate possession of the minimum requisite knowledge and ability necessary to perform the duties of the position.

• High School Diploma or equivalent.
• Two (2) years of experience and/or training in a high volume office environment, or equivalent combination of education and experience.
• Ability to type 55 works per minutes.
• Bilingual language fluency (Spanish/English) is preferred but not required.

OTHER REQUIREMENTS

• Possession of a valid California Driver’s License and State automobile insurance, and acceptable driving record substantiated by a DMV printout.
• Full use of automobile or ability to provide for independent transportation
• Must be able to drive to various sites as assigned.

WORK ENVIRONMENT:

The work environment characteristics described are representative of those an employee encounters in performing the essential functions of this job.

• Work is primarily performed in professional office environment
• Manual dexterity for typing on a computer keyboard.
• Vision required viewing computer monitor, read numbers and printed material.
• Mobility sufficient to reach, lift and transport files and other work material to work areas. 
• Mobility sufficient to visit clients’ homes, community services provider’s sites and public meetings.