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Administrative Assistant

1 month ago

Pleasant Hill, United States Choice in Aging Full time $20 - $22
Under the supervision of the Program Director, the Mt. Diablo Center Administrative Assistant provides overall clerical and administrative support to the Program Director and Activity Coordinators and is responsible for administrative duties related to program admission and records. The Assistant to the Program Director works as a member of the organization’s team to meet our mission to "create opportunities where people can learn, grow, and age independently with dignity and community".

Essential Functions:
  • In conjunction with the Program Director, provide administrative support to the activity programs and staff including but not limited to filing documents, printing monthly flow sheets for all disciplines, maintain and organize storage vault room;
  • Collect and distribute Flow Sheets
  • Maintain and ensure all MDC insurance/licenses/ contracts are in good standing and filed;
  • Prepare admission paperwork, which includes but not limited to making client charts, taking client photos for charts and forwarding enrollment information to the Finance Department;
  • Work with Social Workers to communicate with County Connection Link for assistance when the MDC bus is not available;
  • Complete discharge process for MDC clients. Maintain and files and charts on discharged clients following established procedures;
  • Understand and ensure compliance with regulations pertaining to the Food Program, including but not limited to placing weekly meal orders;
  • Maintain current supply list for MDC, order office and building supplies. Ensure pricing is competitive. Provide supply ordering documentation to the Finance Department in a timely and efficient manner;
  • Track visitors and volunteers and their hours for MDC;
  • Other duties as assigned by Supervisor.

Minimum Qualifications:
  • 2 years experience as an Assistant to a Senior Member of Management;
  • Excellent communication and interpersonal skills;
  • Demonstrate advanced knowledge and skill in email, internet search and usage, Microsoft Word, Excel and PowerPoint in order to create documents, such as but not limited to invitations, presentations, spreadsheets and mailers;
  • Previous job history working as a member of a team;
  • A valid California Driver’s License, clean DMV report, own form of transportation and current auto insurance is required and must pass the Livescan fingerprint background check.

Benefits:Staff working Full-Time (30+ hours per week) are eligible for the following:
  • Medical, dental, and vision insurance. Dental and vision insurance free if medical is waived. Medical cost of only $150 per month for employees
  • 20% off tuition at our on-site Montessori preschool, Choice in Learning, if space available
  • Voluntary Illness and Accident Protection (Aflac)
  • EAP & 403b Retirement Plan
  • Floating holiday
  • Birthday holiday
  • Generous Paid Time Off (PTO) policy. Staff working 40 hours per week can earn 17 days of PTO per year
  • PTO on most national holidays

Additional Benefits for Full-Time Employees:
  • Life Insurance and Accidental Death & Dismemberment Insurance
  • Long Term Disability

Please Note:
Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. Final candidates must be fully vaccinated as of their first day of employment.

Job Type: Full-Time (40 hours per week)Monday-Friday (Closed on most major holidays)Hourly Range: $20.00 - 22.00

Application: Email resume and cover letter to: employment@choiceinaging.org Subject Line: *Title of Open Position* Note: The recruitment timeline for this position may vary and depend on many factors and we appreciate your patience during this process. Due to the high volume of applicants, we will only be contacting those candidates whose qualifications most closely match our requirements for the position. No phone calls please. Visit www.choiceinaging.org to learn more about Choice in Aging. Choice in Aging is an Equal Opportunity Employer.

About Choice in Aging:

Choice in Aging (CiA) has been providing services to the community’s frailest people since 1949, when it was created by volunteers to serve children severely disabled by Polio. Over the years, the organization has provided a wide variety of programs, with the goal of promoting dignity and independence of people with disabilities and special needs. Our mission is to create opportunities where people can learn, grow, and age independently with dignity in community. Program History Adult Day Health Care (ADHC) is a program that was created in California in 1978 in response to a need to have an alternate solution to institutionalization. The program mirrors the skilled nursing staffing model, but is based in the community and typically operates during the day on weekdays. It is akin to a senior center for those who can no longer attend a senior center independently. It is especially beneficial for those who need additional support to do things like ambulate, eat, toilet, participate in activities and more. Staff provides therapeutic activities disguised as fun throughout the day, making socializing and exercising meaningful and pleasurable. This makes folks want to come back each day