Description

Essential Duties and Responsibilities include the following and other duties as may be assigned: 

· Provides direct supervision to the organization’s office services activities, include but not limited to mail pick up and distribution, copy/print services, reception, office maintenance and cleaning services, communications/telephones, zoom, prepare CCRs, POs, and other office related duties. 

· Assists the VP or Clinical Sr. Director in training new staff in office procedures and policies. Sets up new employees with local office access to both LSS and county systems. Maintains local office training. Oversees other office training and personnel requirements.

· Engages in team building through a positive attitude and approach.

· Demonstrates a strong work ethic and adheres to LSSSC’s mission and values. 

· Monitors and distributes the PPE supplies to staff/participants and informs the VP or Clinical Senior Director when the office is running low on supplies.

· Maintains computer and manual filing systems and data tracking. 

· Provides information to internal colleagues and external enquirers. 

· Updates and maintains Office Policies and Procedures.

· Attends meetings and takes detailed minutes. 

· Organizes and schedules appointments.

· Greets and assists visitors. 

· Abides by HIPAA and LSSSC Confidentiality Guidelines.

· Schedule Transportation for all SBCWC Programs and ensure schedule is communicated with Program Manager for Essential Services. 

· Prepares and organizes meetings and events.

· Completes pickups and delivery errands as needed. 

· Assists with monthly billing preparations and reports as directed by VP or Clinical Senior Director. 

· Provides back-up for program needs in the absence of Program Managers or as directed by the VP or Clinical Senior Director.

· Reports all issues to the VP or Clinical Senior Director. 

· Submits supply request forms. 

· Maintains appropriate boundaries. 

Competency:

To perform the job successfully, an individual should demonstrate the following competencies:

• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation. 
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives. 
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment, materials properly, and perform other duties that may be assigned.

Requirements

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

High school diploma or equivalent with minimum 3 years related experience

Language Ability:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. Spanish Speaking is a plus but not required.

Math Ability:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability: 

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills: 

To perform this job successfully, an individual should have knowledge of Word Processing software and Spreadsheet software.

Certificates and Licenses: 

No certifications needed

Supervisory Responsibilities: 

This job assists with supervisory responsibilities

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must regularly lift and /or move up to 10 pounds. Specific vision abilities required by this job include Close vision. While performing the duties of this job, the employee is frequently required to stand; sit and reach with hands and arms. The employee is occasionally required to walk.