Job: Administrative Assistant II

This posting has expired and is no longer available.

Job Description

Hillsides is a premier provider dedicated to improving the overall well-being and functioning of vulnerable children, youth, and their families. We provide high quality care, advocacy, and innovative services that promote safe, permanent environments where young people can thrive.

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
  • Cell phone allowance for applicable positions
  • 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:

 

  • Communicate reports information with program supervisors and directors and relevant outside agencies
  • Maintain records and files including break sheets, schedules, transportation logs, etc.
  • Handle daily outgoing & incoming mail distribution
  • Maintain office logs and supply needs
  • Assist in gathering, organizing and documenting PQI outcomes
  • Provide administrative support to Director of Program Services and Director of Cottage Services
  • Manage credit card statements
  • Provide support to Campus Supervisors office including but not limited, supervising clients, checking in visitors, and answering phones in office
  • Track monthly staff trainings
  • Carry out off campus tasks including shopping and deliveries
  • Oversee the ordering, receipt, stocking and distribution of office supplies
  • Track, read, and monitor budget information related to the residential programs
  • Receive incoming telephone calls, provides answers to routine inquires and/or refers them to other personnel
  • Arrange meetings and other events
  • Make travel arrangements for department as required
  • Create and maintain office documents such as, letters, correspondences, invoices, reports, data sheets
  • Assist in the gathering and organization of information in preparation for audits, reports, etc.
  • Provide clerical and procedural support as needed
  • Assist Supervisors and Directors with setting up employment interviews
  • 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

ADDITIONAL DUTIES & RESPONSIBILITIES: 

  •             None

 WORK ENVIRONMENT:

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

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
  • Ability to communicate effectively and professionally
  • Valid California driver’s license, driving record and personal vehicle insurance acceptable to Hillsides’ insurance carrier

Hillsides is an Equal Opportunity Employer

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