Administrative Assistant

Department/Division: Social Services - Mobile Crisis Response Team/988

Status: Full-Time, Hourly (DOE)

Supervisor: Program Manager

About the Role

Under the direction of the Program Manager, the Administrative Assistant provides administrative and clerical support for the Mobile Crisis Response Team (MCRT) and 988 Suicide & Crisis Lifeline Program. This position ensures timely and accurate recordkeeping while supporting project staff, program implementation, and compliance with Tribal, State, Federal, and SAMHSA grant requirements.

Responsibilities

• Provide administrative support for the Mobile Crisis Response Team (MCRT) and 988 Program.
• Schedule meetings, trainings, conference calls, and project-related activities.
• Prepare correspondence, reports, meeting agendas, minutes, and other program documents.
• Maintain organized electronic and hard-copy program files in accordance with Tribal and grant requirements.
• Assist with purchasing requests, purchase orders, invoices, and procurement documentation.
• Track program deliverables, reporting deadlines, and grant compliance requirements.
• Assist with data entry, record maintenance, and preparation of required reports.
• Maintain participant files and ensure required documentation is complete, accurate, and compliant with program policies.
• Coordinate travel arrangements, conference registrations, lodging, and training logistics for project staff.
• Assist with organizing community meetings, outreach events, trainings, and the annual Tribal 988 Conference.
• Monitor office supply inventory and order program supplies as needed.
• Provide administrative support during audits, monitoring visits, and grant reviews.
• Assist project staff with document preparation, copying, scanning, filing, and record retention.
• Maintain confidentiality of participant information in accordance with HIPAA and Tribal policies.
• Answer phones, greet visitors, and respond to general inquiries regarding program services.
• Perform other duties as assigned by the Program Manager.

Requirements

• High School Diploma or GED required; Associate's Degree in Business Administration, Office Administration, Public Administration, or related field preferred.
• Minimum of two (2) years of administrative or office support experience, preferably in behavioral health, healthcare, social services, or a grant-funded program.
• Experience maintaining confidential records and preparing reports.
• Experience with Microsoft Office and office technology.
• Must successfully pass pre-employment and random drug testing during employment.
• Must acknowledge and agree to maintain a Drug-Free workplace as a condition of employment.
• Must pass a DMV printout and background check, including a fingerprint-based background check pursuant to Public Law 101-630 - Indian Child Protection and Family Violence Prevention Act.
• Must possess a valid California Driver's License and maintain a clean driving record.
• CPR/First Aid Certification preferred or required within 60 days of hire.
• Indian Preference will apply in accordance with the Pala Band of Mission Indians policy.

Skills

• Strong organizational, administrative, and time management skills.
• Knowledge of general office procedures, records management, and document retention.
• Ability to prepare professional correspondence, reports, and meeting materials.
• Strong verbal and written communication skills.
• Ability to maintain confidential information and exercise sound judgment.
• Working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently and collaboratively within a multidisciplinary team.
• Knowledge of grant-funded programs, purchasing procedures, and administrative support functions preferred.
• Ability to establish and maintain positive working relationships with Tribal members, staff, community partners, and outside agencies.
• Endorsement and support of Tribal values, culture, and philosophy.