Job description

ESSENTIAL FUNCTIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned.
The essential functions include:

• Receive incoming telephone calls, provides answers to routine inquiries and/or refers them to other personnel.
• Greet and provide assistance to any consumer who is in need. Provide support for walk in referrals, questions related to services both internal and external and provide support with any other inquires.
• Manage on site psychiatrist's appointments for various programs
• Data entry into HER system and web based programs associated with medication supportive services
• Maintain office coordination between department/person and the rest of office
• Maintain records and files
• Arrange meetings and other gatherings
• Create and maintain office documents: office documents such as letters, correspondences, invoices, reports, and data sheets
• Handle daily outgoing and incoming mail distribution
• Assist in the gathering and organization of information in preparation for audits, reports, etc.
• Oversee the ordering, receipt, stocking and distribution of office supplies
• Keep all Financial Services forms stocked at all times for access by staff
• Manage diary/calendars
• Provide clerical and procedural support as needed
• Provide coverage for other Administrative Assistants in other sites as needed.
• Able to work evening hours as requested
• Other duties as required

SKILLS AND ABILITIES REQUIRED TO PERFORM THE ESSENTIAL JOB FUNCTIONS:
Communication Skills and Abilities:

• Ability to effectively present information and respond to questions from clients, office personnel, other employees and the general public
• Ability to read, analyze and interpret manuals and office documents
• Ability to speak a language other than English if required

Mental/Interpersonal Skills and Abilities:

• Excellent customer service skills
• Good knowledge of English, grammar, spelling and punctuation
• Ability to type accurately and proficiently
• Ability to set up and maintain filing systems
• Ability to work independently and with others - including other employees, clients and members of the public - in face-to-face and telephonic contexts
• Ability to multi-task, establish priorities and manage time, meet deadlines and perform duties under time constraints
• Ability to be flexible and adapt to changing work demands
• Maintain high level of concentration and attention to detail for extended periods of time
• Demonstrated ability to respond to a wide range of inquiries in a tactful and courteous manner
• Demonstrated ability to perform duties with minimal supervision and to exercise greater judgement
• Excellent organizational skills

Physical Skills and Abilities:

• 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 controls
• Ability to reach with hands and arms
• Ability to use computer keyboard up to 50% of the day
• Visual acuity, ability to adjust focus and peripheral vision for work including administrative, clerical and office machine operation

Equipment and Computer Software Skills and Abilities:

• Computer literate (basic working knowledge of Microsoft WORD, Excel, and Outlook), data/electronic records program in use, and other applications related to billing of services

• Able to use telephone, office copier, calculator, fax machine, computer printer and scanner, or other equipment as required

WORK ENVIRONMENT:

• Regularly work indoors in a variety of environments
• Potential exposure to blood borne pathogens

EDUCATION, EXPERIENCE & CERTIFICATES

• Previous related secretarial experience
• High school diploma/ GED preferred
• Bilingual in Spanish
• Valid California drivers license, driving record and personal vehicle insurance acceptable to Hillsides' insurance carrier

PQI STATEMENT
Every employee has the opportunity and responsibility to participate in one or more activities each year that support the continuous performance quality improvement (PQI) of Hillsides' programs & services. Activities might involve membership on a PQI committee or work group, service as a peer reviewer, data collection for PQI and evaluation purposes, completion of PQI questionnaires and surveys or participation in focus groups, or other activities as identified by PQI committees or work groups.
TRAUMA INFORMED CARE (TIC)
Hillsides practices Trauma Informed Care (TIC) principles which recognizes the signs, symptoms, and widespread impact of trauma; Employees are asked to comprehensively integrate knowledge of Trauma Informed Care into policies, procedures, and practices with the goal to prevent re-traumatization which promotes healing of families, youth, individuals, and communities.
OSHA CATEGORY:
This position performs tasks that may involve exposure to blood, body fluids, or tissues. All Hillsides employees are offered the opportunity to receive the Hepatitis B vaccination series.

*
SALARY RANGE*
$16.00 - $18.00 / hourly rate

Job Type: Part-time

Pay: $16.00 - $18.00 per hour

Benefits:

• Employee assistance program
• Flexible schedule
• Professional development assistance

Schedule:

• Monday to Friday

Work Location: One location

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