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
  • 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
  • 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 and generous paid time off policy accruing up to 22 days off annually


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
  • Assist in the coordination of specialized services and resources for the residential clients in conjunction with the program supervisors and directors
  • Monitor and track documentation standards and timeliness consistent with the program's and agency's timelines, and shares information with Directors
  • Manage credit card statements and mileage reports, special programs, handle gift cards, and distribute donations to clients
  • Attend trainings, Management Council, Council of Accreditation and Department of Mental Health and/or Department of Children Services meetings
  • 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
  • Arrange travel
  • 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.
  • Oversee the ordering of office/cottage/nursing supplies for all of residential main campus, stocking and distribution of these supplies, handling of receipts and bank statements.
  • Manage diaries/calendars for directors, program supervisors
  • Assist with the scheduling of On Call Child Care Counselors for open shifts on schedules on a weekly basis for the residential cottages
  • Collect Data create reports and track trends as it relates to the program's outcomes, delivery, documentations.  (Timesheets, trends and patterns of IR- risk management, RBS-DCFS reports, and Crafft surveys for Substance Abuse)
  • Data entry in electronic client management internal and external systems (Welligent, Cafas)
  • Provide clerical and procedural support as needed
  • Assist with main campus receptionist coverage as needed
  • Other duties as required


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


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


  • 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 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.


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.

Hillsides is an Equal Opportunity Employer