ROLE SUMMARY: The Administrative Assistant is responsible for supporting Wellnest’s Program Director with both complex and routine administrative tasks, as well as facilitating the efficient operations of Division Operations.ESSENTIAL RESPONSIBILITIES: Answers phone and gives information to callers, takes dictation and composes various program documents with little oversight/editing, types and proofreads correspondence, maintains all project files, reads and routes incoming mail, maintains master calendar for project; prepares and maintains a wide variety of reports, documents and files related to project functioning, including but not limited to census reports, participant files, mailing lists, budget and supply reports, contract compliance and renewal documentation, client attendance reporting, managing intranet for the program and other similar project reporting requirements. Helps create and maintain a supply of forms routinely used by project staff. May be asked to conduct research on topics relevant to current program needs and create tools for advertising and marketing things to young people and staff. Supports program in creating workflows, policies and procedures, and tools to support integration of contracts and services within the department.
Communicates and maintains daily attendance log and vacation/sick log for project staff. Attends project meetings and takes, transcribes and maintains minutes of same. Participates with other clerical and administrative support staff in routine and special tasks that support interdepartmental and general company functioning. Maintains a high level of understanding and knowledge of Los Angeles School District Memorandums of Understanding and Service Delivery Plans and Agreements.Responsible for daily communications and or attendance with others to involved liaison school meetings, and schools that involve collaboration in partnership with Wellnest School Link Services.
Collaborates daily with the IS department, school principals, PSW’s, and communicates with all departments, and Leadership teams across Wellnest to aid in the implementation and promotion of quality assurance mental health services.Provides ongoing support in updating Licensing Requirements for therapists, and maintaining other required clearance dates per Company policy.Performs other tasks as assigned.REQUIRED QUALIFICATIONS: A Bachelor’s degree (B.A. or B.S.)/equivalent, plus 1 2 years of increasingly responsible administrative experience preferred or high school diploma/GED, plus 3 4 years of increasingly responsible administrative experience.CONDITIONS OF EMPLOYMENT: Employee may be asked to pursue additional training when it is determined to be in the best interest of the Company. Employee must have the ability to use a personal vehicle with the required insurance coverage to complete the essential duties of their job and conduct agency business. Employee must maintain a valid California driver’s license and clean driving record that meets Wellnest’s insurance carrier’s criteria for liability coverage.
In keeping with Company policy for all employees, the successful applicant must also complete a test for TB, and fingerprint clearance by the Department of Justice. Proof that you will be fully vaccinated against COVID-19 and boosted per eligibility guidelines by your employment start date. Per the CDC and Department of Public Health, individuals are considered fully vaccinated for COVID-19: two weeks or more after they have received the second dose in a 2-dose series (Pfizer-BioNTech or Moderna or vaccine authorized by the World Health Organization), or two weeks or more after they have received a single-dose vaccine (Johnson and Johnson [J&J]/Janssen). The Company will provide exemptions in accordance with applicable law.WORKING CONDITIONS: Employee regularly works out in the field and in an office environment.
Employee may be required to work flexible, evening and/or weekend hours for time-sensitive projects.REASONING ABILITY: Ability to effectively present information and respond to questions from clients, office personnel, other employees and the general publicAbility to read, analyze and interpret manual and office documentsAbility to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Ability to define problems, gather, transcribe and post data, analyze, synthesize and classify information, and draw valid conclusions where only limited standardization exists.Ability to work independently and with others - including other employees, clients and members of the public - in face-to-face and telephonic contextsAbility to multi-task, establish priorities and manage time, meet deadlines and perform duties under time constraintsAbility to be flexible and adapt to changing work demandsMaintain high level of concentration and attention to detail for extended periods of timeAbility to respond effectively to sensitive inquiries or complaintsMaintain a high level of ethical and professional standards in accordance with agency and community policyPHYSICAL DEMANDS: Ability to talk or hear in order to give and receive information and instructions.Ability to stand, walk, sit, use hands to finger, handle or feel objects, tools or controlsAbility to reach with hands and arms.Ability to use computer keyboard up to 75% of the day.Visual acuity, ability to adjust focus and peripheral vision for work on a laptop or other computer equipment.Lift and/or move up to 25 pounds.Able to use telephone, office copier, calculator, fax machine, computer printer and scanner, or other equipment as required.This description is only intended to illustrate the duties, responsibilities and requirements for it. It is not intended, nor should it be interpreted to describe each and every duty the employee may be required to perform.