Administrative Assistant - LWCC

Job Overview

This is a union position.

Lee Woodward Counseling Center for Women (LWCC) is an outpatient program that provides integrated substance use and mental health services for women who reside in San Francisco. Our counseling approach is trauma-informed, harm reduction and strengths-based. Services include individual, group and case management services as well as yoga, parenting support and childcare. Our goals are to provide a safe and respectful counseling space for women from all walks of life and to reduce the impact of substance use and mental health conditions that lead to healthy, meaningful lives.

The Administrative Assistant/Biller is responsible for providing general administrative and clerical support to the Women’s Outpatient Program. The Lee Woodward Counseling Center Outpatient Program is specifically designed for cis-female, transgender women, and gender non-conforming participants who struggle with substance use disorders, mental health issue/co-occurring disorders, and criminal justice involvement. This position requires an ability to maintain strict confidentiality and handle information with excellent customer services skills, tact and diplomacy.

Key Responsibilities

• Provides general office administrative and secretarial support including but not limited to electronic health record data entry, word processing, answering telephones, checking messages, greeting clients and visitors with courtesy and respect, handling general inquiries, distributing mail, faxing, copying, etc.
• Works closely with the Outpatient treatment staff and Program Management to provide clerical support as needed.
• Develops, transcribes, and distributes monthly minutes, reports, and/or general information as needed.
• Providing client support in the milieu with directing client to the proper group, answering program related questions.
• Managing client attendance and program verification sheets.
• Works as part of an integrated, multi-disciplinary team.
• Helps set up and serve meals to program participants.
• Coordinate meal deliveries to the program and sets weekly menu.
• Arranges/assists/sets-up/attends meetings, trainings, conferences, for staff.
• Maintains general office area and office/kitchen/IT supplies inventory and orders.
• Coordinates facility and maintenance issues with the help of other agency departments. 
• Provides data entry in electronic database systems including but not limited to participant data, billing, and reports.
• Assists in maintaining confidential files in both physical and electronic forms in accordance with guidelines established by HealthRIGHT 360 to satisfy internal and external evaluating requirements.
• Assists management with the reconciliation of data.
• And, other duties as assigned.

Education and Knowledge, Skills and Abilities

Education and Experience Required:

• Associate's degree in Business Administration or equivalent experience.

Desired:

• Demonstrated administrative and secretarial skills with one year of general office work experience preferred.
• Experience with electronic health records.

Background Clearance Required:

• Must not be on active parole or probation.

Knowledge Required:

• Culturally competent and able to work with a diverse population.
• Strong proficiency with Microsoft Office applications, specifically Word Outlook and internet applications.
• Current Food Handler certifications.

Skills and Abilities Required: 

• Ability to enter data into various electronic systems while maintaining the integrity and accuracy of the data.
• Professionalism, punctuality, flexibility and reliability are imperative.
• Excellent verbal, written, and interpersonal skills.
• Ability to maintain confidentiality, display good judgment, and exercise tact and diplomacy at all times.
• Strong problem-solving skills.
• Excellent organization skills and ability to multitask and juggle multiple priorities.
• Outstanding ability to follow-through with tasks.
• Ability to work cooperatively and effectively as part of interdisciplinary team and independently assume responsibility.
• Strong initiative and enthusiasm and willingness to pitch in whenever needed.
• Able to communicate well at all levels of the organization including working with organization leadership and high-level representatives of partner organizations.
• Able to work within a frequently changing project scope while maintaining overall direction and structured priorities.

Desired:

• Understanding of and willingness to work with traditionally under-served populations, including but not limited to those affected by substance abuse, mental health, HIV, AIDS, and other health-related issues.
• Crisis management and de-escalation skills.
• Experience with billing through Electronic Health Record systems.
• Experience working with criminal justice population. 
• Positive attitude with a sense of a humor is always a plus!

We will consider for employment qualified applicants with arrest and conviction records.

In compliance with the California Department of Public Health's mandate, all employees must be able to provide proof of COVID-19 vaccination. Medical and religious exemptions are available.