ADMINISTRATIVE ASSISTANT

Responsibilities

• Greet visitors professionally, representing the agency’s mission and values, and direct them appropriately.
• Maintain a welcoming and organized office environment.
• Answer and direct phone calls, ensuring a positive and helpful experience.
• Provide administrative support to the Program Director and staff as needed.
• Perform routine clerical tasks such as voicemail management, filing, copying, and preparing reports and correspondence.
• Cookordinator with the Operations Department to ensure office equipment is maintained and stocked with necessary supplies.
• Handle client intakes, appointment scheduling, and respond to administrative issues.
• Maintain and track marketing and program materials, distributing them to appropriate agencies.
• Complete month-end activities, including submitting petty cash receipts, mileage logs, and other billing documentation.
• Review billing submissions for accuracy and communicate with finance or county departments to address any discrepancies.
• Oversee the operation of assigned areas in the EHR and database systems, ensuring accuracy and compliance with protocols.
• Provide technical support to staff, interns, and volunteers regarding EHR/database systems, escalating issues as needed.
• Generate reports from EHR/database systems as requested.

Qualifications

• A high school diploma or equivalent required; an associate's degree preferred.
• Two years of relevant administrative experience, ideally in a behavioral health setting.
• Experience with databases and EHR systems preferred.

Skills And Abilities

• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills and the ability to multitask in a fast-paced environment.
• Excellent written and oral communication skills, with the ability to interact effectively at all levels.
• An attention to detail and accuracy, especially in data entry and report generation.
• Comfortable working with numbers and performing basic arithmetic calculations.
• Ability to maintain confidentiality and comply with HIPAA regulations.
• Self-motivated with the ability to work independently and as part of a team.
• Ability to manage time effectively and complete tasks in a timely manner.
• Experience with EHR systems and maintaining privacy and confidentiality is a plus.
• Bilingual in English and Spanish highly desired.

Additional Requirements

• Must have a valid California driver’s license, an insurable driving record, and access to a personal vehicle for work-related travel.

Physical Requirements

• Occasional lifting of up to 30 pounds.
• Standing, walking, and reaching for extended periods during the workday.
• Frequent use of hands for typing, filing, and operating office equipment (e.g., computer, copier).
• Ability to hear and communicate clearly in person and by phone.
• Visual acuity sufficient for reading and operating office equipment.
• Ability to maintain composure and quality of work under occasional interruptions.
• Regular local travel may be required.

Great Benefits!

• Medical, dental, vision and life and long-term disability insurance.
• Employee Assistance Program.
• Flexible spending accounts for health, dependent and transit costs.
• Retirement savings plan with company match.
• Eligibility for loan forgiveness.
• Continuing education credits available through our learning management system.
• Discount program.
• Paid meal breaks and generous paid time off.