Job: Administrative Assistant II

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Posted: 11/08/2017

Job Status: Full Time

Job Description

Hillsides is dedicated to healing children and young adults, strengthening families, and transforming communities through quality comprehensive services and advocacy.

In exchange for your skill and experience, Hillsides offers an excellent benefits package, which includes:

  • Competitive salary
  • Supportive work environment
  • Medical insurance  with a $10 premium per paycheck for employee only coverage plan
  • Dental insurance 100% employer paid for HMO employee only coverage plan
  • Life and AD&D insurance 100% employer paid up to two times the annual salary
  • Long-term disability 100% employer paid 
  • Flexible Spending Account with $500 roll-over limit    
  • 401 k with no wait period, 5% employer match cap and no vesting schedule
  • 12 paid holidays per year
  • Generous time off policy accruing up to 22 paid days in a year for new employees
  • Bilingual stipend of $2,000 for BA/BS and $4,000 for MA/MS for all applicable positons
  • Opportunity to ear BBS CEUs
  • Employee Assistance Program

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:

  • Collect data, create reports, and track trends as it relates to the program's outcomes, delivery, documentation, etc. 
  • Communicate report information with program managers and relevant outside agencies
  • Data entry into electronic client management internal and external systems
  • Assist in the coordination of specialized services and resources for the program's  in conjunction with the program managers
  • Engage outside organizations, including governing agencies, to problem solve, negotiate issues related to enrollment, paperwork, billing, and overall program administration
  • Monitor and track documentation standards and timelines consistent with the program's and agency's timelines
  • Manage Flex Funds/ Petty Cash with program staff, payroll, and relevant outside agencies
  • Attend trainings and All Staff Meeting
  • Track, read, and monitor trainings and budget information related to the program's funding
  • Train staff on utilization of databases and on documentation needs within specific programs
  • Communicates effectively and professionally with adjunct service providers including Department of Mental Health, subcontractors, therapists, case managers/mental health rehab specialists
  • 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:

  • Ability to define problems, gather, transcribe and post data, analyze, synthesize and classify information, and draw valid conclusions
  • 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
  • Ability to respond effectively to sensitive inquiries or complaints
  • Maintain a high level of ethical and professional standards in accordance with agency and community policy

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 75% of the day
  • Visual acuity, ability to adjust focus and peripheral vision for work on a laptop or other computer equipment
  • Lift and/or move up to 10 pounds

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

EDUCATION, EXPERIENCE& CERTIFICATES

  • Minimum High School Diploma, Associate of Arts degree preferred
  • 2 years administrative assistant experience
  • Experience with Department for Mental Health programs preferred
  • Valid California drivers license, driving record and personal vehicle insurance acceptable to Hillsides’ insurance carrier

Hillsides is an Equal Opportunity Employer

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