Job Description:

Title: Administrative Assistant I

Classification: Non-Exempt

Salary Range: $16.59-$23.23 Actual offers will be determined by the candidate’s creditable years of experience in conjunction with internal equity considerations and based on the organization’s current compensation practices.

Job Code: 417

Job Summary

Under direct supervision, is an initial key contact for the agency and is responsible for handling a front office area and providing internal and external communication in a professional, efficient, and organized fashion.

Essential Duties

1. Answer and direct all incoming calls to appropriate party promptly and efficiently.

2. Greet clients, visitors, and off-site employees. Providing direction to the proper party or department as needed.

3. Sort and distribute all incoming mail and faxes and prepares outgoing and special mailings as needed.

4. Complete typing, faxing, mailing, and copying support for staff as needed.

5. As required by site, maintain conference room schedule, and schedules and coordinate meetings as needed.

6. Insure copiers and fax machines are functioning and assume responsibility for contacting proper party for maintenance or programming. Set up copier codes and order supplies. Clear paper jams and train staff about copier and fax machine use.

7. Put postage on mail using meter, maintains meter (including adding postage). Maintain postage count form and report to Finance as required.

8. May enter incident reports in the Totally Integrated Electronic Record (TIER) system daily. May edit reports for complete and appropriate information. Files completed reports in the chart room file sorter for Medical Records.

9. May prepare discharge paperwork for a therapist to complete upon client discharge.

10. Assure proper forms supply for county forms or chart intake packets.

11. As necessary, assure mailroom and/or lunchroom supplies are stocked, order, and receive supplies.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. All employees are responsible for keeping job requirements up to date. This can include but are not limited to certifications, licensure, and maintaining a clear criminal record.

Education Requirements

High School Diploma or General Education Development (GED) required.

Experience Requirements

•One (1) year of  experience in a general office environment required.

Other Specific Requirements

• Must pass Department of Justice (DOJ), Federal Bureau of Investigations (FBI), and Child Abuse Index Check (CAIC) background clearance.

• Valid California Driver's license with two years experience driving and clean driving record may be required.

Work Environment/Conditions

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee may be required to use hands to handle or feel objects, tools or controls; reach with hands and arms; and taste or smell. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

In addition, this position requires standing, sitting, walking, climbing and kneeling.

Employee Statement of Understanding

I have read and understand the job description for my position. I am able to perform all of the essential functions of this position. I agree to successfully complete all required training indicated for this position. I agree to keep all of my required certifications and licenses current and up to date and provide proper documentation of the same to the Human Resources Department. I agree to comply with all Agency policies and procedures. I agree to comply with the agency compliance plan and all laws, rules, regulations and standards of conduct relating to my position. As an employee, I understand my duty to report any suspected violations of the law or the standards of conduct to my immediate supervisor. As an employee, I will strive to uphold the mission and vision of the organization. All employees are required to adhere to the values in all their interactions with youth and families and fellow employees.

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