POSITION DESCRIPTION

POSITION TITLE: Administrative Assistant - Norwalk

Under the direct supervision of the Admin Lead, the Administrative Assistant will:

• Greet visitors and clients, directing them to the appropriate staff.
• Answers incoming telephone calls, screens, determines the purpose of callers, and forwards calls to the

appropriate personnel or department.

• Take messages and email messages to appropriate staff, page, or transfer calls to voice mail when staff are unavailable or in the office.
• Assisting with room availability on Outlook calendar.
• Check email frequently and respond or follow up immediately.
• Help with occasional translations with documentation.
• Answers questions about the organization and provides callers with addresses, directions, and other agencies or program information.  
• Flexible to work evening hours and Saturdays (schedule subject to change depending on agency needs).
• Open morning shifts and or Close evening shifts.
• Coverage with rest breaks.
• Assist with HYC admin duties as other duties assigned such as:

Creating a new chart for clients

Filing of client charts as needed.

Data entry with telephone intakes and following intake process.

Following incoming and outgoing mailing procedures.

Assist managers and staff with administrative functions.

Competencies: To perform the job successfully, an individual must demonstrate the following:

Superior Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits feedback to improve service; Responds to requests for service and assistance; Meets commitments.

respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments and takes ownership of mistakes.

Interpersonal Skills - Focuses on solving front desk issues, does not place blame; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings.

Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

Quality - Demonstrates accuracy and thoroughness; Applies feedback to improve performance.

Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Asks for and offers help when needed.

Innovation - Generates suggestions for improving work.

REQUIREMENTS

1. Bilingual in Fluent English and Spanish.
2. Ability to work evening hours and Saturdays if applicable.
3. Must have 2 years or more experience of administrative office skills or customer service.
4. Ability to effectively work with people of diverse backgrounds.
5. Ability to clearly communicate information and instructions verbally and in a written form.
6. Ability to pass a background check, criminal clearance, and TB.
7. Valid California driver’s license, current auto insurance, a good driving record, and must be cleared to drive for business purposes by our insurance broker.

PREFERRED QUALIFICATIONS:

1. Knowledge of general office procedures and operations.
2. Knowledge of computers and Microsoft and Excel program applications.
3. Knowledge of Department of Mental Health contracts such as Wraparound, and Outpatient services.

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

HYC, INC. IS AN EQUAL OPPORTUNITY EMPLOYER.  EMPLOYMENT CONSIDERATION IS MADE WITHOUT REGARD TO AGE, RACE, COLOR, RELIGION, GENDER, GENDER IDENTITY, GENDER EXPRESSION, SEXUAL ORIENTATION, MARITAL STATUS, NATION ORIGIN, ANCESTRY, MILITARY OR VETERAN STATUS, INCLUDING PHYSICAL OR MENTAL DISABILITIES OR ANY OTHER LEGALLY PROTECTED STATUS.

Salary : $23