Program Administrative Assistant- Mini House

1 month ago

Los Angeles, United States JWCH Institute Full time
Job DescriptionJob DescriptionProgram: Women's Residential & Treatment Program

Position Purpose:

The Administrative Assistant is responsible for daily operational duties at the Residential Treatment Program in South Los Angeles for Women and their Children. The Administrative Assistant will coordinate the phone and communication system, order supplies, create and maintain program sign-in sheets, and schedule shared ride transports. This position is funded by the Los Angeles County Department of Public Health, Substance Abuse Prevention and Control, and SAMSHA, Center for Prevention and Control.

Principal Responsibilities:

  1. Monitor office operations to ensure daily compliance with organizational requirements.
  2. Screen new clients over the phone for admission in coordination with the Intake Coordinator.
  3. Utilize motivational interviewing and trauma-informed skills to communicate with clients who may be misunderstanding, confused, or agitated about circumstances.
  4. Schedule Uber Health shared rides for designated clients.
  5. Answer and assess incoming calls, take messages, and inform staff in a timely manner.
  6. Oversee client phone calls made during the day to DCFS, Probation, Medical, and others.
  7. Respond promptly to correspondence within the organization via mail, email, and fax.
  8. Responsible for scanning and uploading documents to the HER.
  9. Database entry for the PPW SAMSHA contract.
  10. Receive, log, and distribute incoming postal mail and packages.
  11. Maintain office and cleaning supply inventory and make purchases on a scheduled timeframe. Close out purchases promptly.
  12. Submit check requests, reimbursement receipts, and help desk tickets.
  13. Effectively operate standard office equipment such as a multi-line telephone system, computer, iPads, laptops, iPhone, copy machine, and fax machinery.
  14. Maintain the organization of the lobby and group room for a professional and welcoming environment.
  15. Maintain efficient operation of all office equipment by performing minor service duties and arranging routine service visits as needed.
  16. Create group sign-in sheets, review when completed for compliance, and maintain for audits.
  17. Oversee Visitor Sign-In Sheets and maintain them for audits.
  18. Responsible for the preparation and setup of staff meetings, including staff sign-in sheets.
  19. Take meeting minutes and distribute them in a timely manner.
  20. Perform office filing duties as assigned.
  21. Assist with entering drug test results in EHR.
  22. Ensure the organization's adherence to all state, county, and federal treatment standards and regulations.
  23. Comply with HIPAA and other mandates regarding client care and confidentiality.
  24. Maintain proper boundaries with clients and staff.
  25. Self-identify potentially unsafe systems/processes/situations and take initiative to report them to the supervisor.
  26. Participate in all safety programs, which may include assignment to an emergency response team.
  27. Maintain a staff log to ensure that staff comply with 24-hour mandatory yearly trainings.
  28. Demonstrate courtesy, mutual respect, and compassion in dealing with others.
  29. Demonstrate a willingness to accommodate requirements or changing priorities in the workplace.
  30. Perform other duties as assigned.

Requirements:

  1. Minimum high school diploma
  2. Minimum of one-year experience of administrative duties in a health care setting
  3. Understanding of the population served receiving addiction treatment
  4. Excellent organizational skills and ability to work in a fast pace environment
  5. Demonstrate the ability to handle multiple tasks effectively
  6. Excellent oral and written communication skills
  7. Excellent computer skills including advanced knowledge of Microsoft Office Programs (Outlook, Word, Excel, Etc.)
  8. Experience working with confidential information.
  9. Bilingual (English/Spanish) preferred.

*All JWCH, Wesley Health Centers workforce are recommended to be fully vaccinated and boosted against COVID-19.

Employee Benefits:


JWCH Institute, Inc., offers competitive salaries for all positions. Employees working 30 hours per week or more are provided a monthly allowance which can be used towards medical, dental, and vision premiums. The agency offers sick leave, vacation time, 13 paid holidays, 401(k) Safe Harbor Profit Sharing plan, mileage reimbursement, short term and long tern disability plans, life insurance policies, employee parking and more


Wesley Health Centers JWCH Institute is an Equal Opportunity Employer

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