Administrative Assistant

Job DescriptionJob Description

Are you in search of a role that provides opportunity for growth, and encourages career advancement? Do you want to save lives and have a positive influence on the community? Look no further than CLARE|MATRIX

Whether you work within the clinical arena, or the administrative world. We all work toward our shared mission, and uphold the CLARE|MATRIX values of:

COMPASSION – TEAMWORK – INTEGRITY – EMPOWERMENT – ADAPTABILITY - EQUALITY.
If your values align with ours… JOIN US

Why CLARE|MATRIX?

CLARE|MATRIX is seeking bright and compassionate leaders to help save lives through recovery We are a nonprofit organization providing effective and compassionate treatment, recovery, and prevention services for alcoholism and substance abuse to individuals, families, and the community. We offer an engaging, mission-driven work environment with excellent benefits and compensation. Work with dedicated colleagues in a dynamic setting, utilizing innovative approaches to addiction recovery and mental health treatment.

We recognize our staff as the heart of our organization, and seek to provide a generous and competitive benefit package to support our employees’ well-being. We offer the following:

• Employer Paid Medical, Dental, Vision, Life/AD&D, and LTD insurance
• Vacation and sick leave
• 11 Paid Holidays (including a birthday holiday)
• 403(b) Retirement Plan (may be eligible for employer matching up to 6% the first of the quarter after 90 days)
• Flexible Spending Account (FSA)
• Mentorship and formal training to help you grow
• Performance-based culture and endless opportunities for growth

Job Title: Administrative Assistant

Reports to: Program Director

About CLARE|MATRIX: CLARE|MATRIX is a nonprofit organization providing effective and compassionate treatment, recovery, and prevention services for alcoholism and substance abuse to individuals, families, and the community.

Since 1970 CLARE|MATRIX has provided quality substance abuse and mental health treatment to men, women, and children in southern California.

Through programs run by a compassionate, committed, results-oriented team of counselors, therapists, and administrators, CLARE|MATRIX continues to build its reputation as a leader in Evidence-Based Treatment practices and continues to break new ground in the areas of positive outcomes, outreach, research, and community involvement.

Headquartered in Santa Monica, CA, CLARE|MATRIX maintains 7 facilities in the Southern California region; providing services to participants in a manner consistent with its Core Values: Compassion, Teamwork, Integrity, Empowerment, Adaptability and Equality.

Summary:

Under the direction of the Program Director, the Administrative Assistant is responsible for ensuring smooth administrative operation of the program by ensuring a well- organized front and back office. The incumbent supports program operations by providing excellent customer service, responding to phone calls, ordering and maintaining organization of office supplies, scheduling office maintenance/repairs, and scheduling intake appointments. This position ensures the handling of day-to-day office functions and reports to the Program Director.

The functions of an Administrative Assistant may also involve contact with participants, as they are responsible for validating participant insurance, reviewing intake packets for completeness, collecting payments and UDS samples, and managing participant flow to avoid bottlenecks. The Administrative Assistant would also be responsible for evaluating patients’ documentation, to ensure proper recording of new admissions, or to resolve issues relating to adjustments in charges for clients who have been discharged.

Please note: Regular shift is Monday-Friday 6am-2:30pm and covering 4:30am-1pm when needed

Major Areas of Responsibility:

• Maintain a good knowledge and understanding of CLARE|MATRIX’s mission, vision and philosophy; and support these tenants at all times, while conducting agency business.
• Contribute to a healthy work environment by participating in team meetings and team building activities.
• Communicate the program needs, in a timely fashion.
• Provide feedback and constructive criticism.
• Initiate problem solving.
• Work and develop positive relationships between CLARE|MATRIX and its partners.
• Provide administrative support to the program.
• Assist in the development of monthly reports including client data, demographics and outcomes.
• Ensure timely completion of reports.
• Screen calls and schedules appointments.
• Enter participant data into Electronic Health Records system, updating as participant transitions through the program.
• Maintain digital and physical filing systems.
• Assist with drug testing participants.
• Facilitate setting up staff trainings and meetings, including safety drills or bringing in outside organizations when necessary.
• Facilitate the development and coordination of staff training/meeting materials.
• Handle payment of clinical services and petty cash.
• Maintain office supplies and order new supplies as needed.
• Other duties as assigned.

Knowledge, Experience & Skills:

• Working knowledge of MS Office, specifically Word, Excel and Outlook.
• Excellent organizational, verbal and written skills.
• Must have reliable transportation.
• High School Diploma. Bachelor’s degree preferred.
• Possess an understanding of issues related to substance use and mental health.
• Ability to work with diverse populations.
• Bilingual a plus.

Physical Demands:

While performing the responsibilities of the job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision.

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions.

Medical History:

All employees whose functions require or necessitate contact with client or food preparation shall complete a health screening report or a health questionnaire. Health screening report or health questionnaire will be provided upon hire. For all residential employees a health screening report, be completed and signed off by a medical practitioner signature for clearance. All outpatient employees will complete at minimum a self-report screening questionnaire.

TB test are to be conducted under licensed medical supervision not more than 60 calendar days prior to or 7 calendar days after employment and renewed annually from the date of the last tuberculosis test. Staff with a known record of tuberculosis or record of positive testing shall not be required to obtain a tuberculosis skin test. Unless there is documentation that the staff completed at least 6 months of preventive therapy, the staff shall be required to obtain, within 45 calendar days of employment, a chest x-ray result and a physician’s statement that the incumbent does not have communicable tuberculosis and has been under regular care and monitoring for tuberculosis. A chest x-ray within the prior 6 months is acceptable. The

physician’s statement shall be renewed annually.

Work Environment:

This job will be primarily located at the CLARE|MATRIX offices, in Los Angeles, CA. While performing the responsibilities of the job, these work environment characteristics are representative of the environment the job holder will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job.

Conclusion:

This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job. But, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

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