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Administrative Assistant to Strp
4 months ago
**Title of Position**: Administrative Assistant to STRP
**Location**: CONREP Satellite/FCTP
**Exempt/Non-Exempt**: Non-Exempt
**Union/ Non-Union**: Non-Union
**Supervisor**: Program Director
**Gateways Hospital and Mental Health Center, located in Los Angeles, is a non-profit organization that provides an array of comprehensive mental health services for Children, Adolescents, Transitional Aged Youth, and Adults suffering from mental illness in the Greater Los Angeles area. The organization consists of a standalone fifty-five (55) )-bed hospital and six outlying outpatient facilities that have anywhere from fourteen (14) beds to one hundred and thirty-four (134) beds. The organization has approximately four hundred (400) employees.**
**SUMMARY OF POSITION**
The Administrative Assistant will be responsible for coordinating referrals of clients both coming into the program and transferring to other programs. This process will involve assembling, tracking, requesting, generating, filing and submitting referral documents across facilities. The Administrative Assistant will work closely with the Evaluation Unit; STRP, LA CONREP, and SD CONREP staff; CONREP programs across the state; the Department of State Hospitals; and other programs within the CONREP system. The administrative assistant will be knowledgeable about all documentation content, referral documentation requirements, and procedures for submitting and accepting referrals. In these processes, the Administrative Assistant will take a proactive approach in ensuring timely, accurate, and thorough referrals across programs. The Administrative Assistant will also assist with daily office duties as needed to ensure front office coverage.
**ESSENTIALS DUTIES**
- Coordinates client referrals coming into the program and transferring to other programs.
- Assembles, tracks, requests, generate, files and submits referral documents across facilities.
- Works closely with the Evaluation Unit; STRP, LA CONREP, and SD CONREP staff; CONREP programs across the state; the Department of State Hospitals; and other programs within the CONREP system.
- Is knowledgeable of all documentation content, referral documentation requirements, and procedures for submitting and accepting referrals. Communicates this information to referring parties and educates them on procedures as needed.
- Takes a proactive approach in ensuring timely, accurate, and thorough referrals across programs.
- Identifies referral barriers and proactively seeks resolution.
- Updates key players, including DSH, on the status of all referrals.
- Ensures all those connected to a referral are kept updated on the status and any changes.
- Coordinates placement dates and transportation with the respective programs.
- Processes all requests for records and subpoena duces tecums.
- Assists the front office staff with coverage as needed to ensure the operations run smoothly.
- Coordinates with the administrative assistant of the FNP in quality assurance measures to ensure the records have the required documentation.
**ESSENTIALS SKILLS**
- Ability to type 40 wpm without mistakes
- Knowledge of office machines
- Computer literacy including experience with Windows, Microsoft Office Suite (i.e., Word, Excel, Power Point, and Outlook), electronic health records, and pdf readers
- Ability to operate basic telephone system, transfer, and direct calls, and take accurate messages
- Ability to communicate effectively in English, both verbally and in writing.
- Ability to produce reports and business correspondence
- Attention to detail and enjoyment of work requiring this skill
- Effective interpersonal and organizational skills
- Ability to work independently and with frequent interruptions.
- Ability to be flexible, meet deadlines, and prioritize tasks
- Demonstrated ability to make decisions and work independently when circumstances warrant
- Ability to work and relate effectively with coworkers, visitors, members of the community, state hospital staff, other CONREP programs, and law enforcement
- Ability to tactfully relate to clients with mental illnesses
- Ability to handle encounters with clients who may be unstable, angry, hostile, agitated, or intoxicated by alcohol or street drugs, in an appropriate and effective manner
- Ability to use good judgment and to remain calm in crisis situations
- Ability to cope with situations that cause stress
**EDUCATION & CERTIFICATES**
- High School Diploma
**EXPERIENCE/QUALIFICATIONS**
- Two (2) years of general typing, clerical, and receptionist experience with at least one (1) year at an executive or administrative level
**REQUIREMENTS**
- Must pass Department of Justice (DOJ), Federal Bureau of Investigations (FBI), and Community Care Licensing (CCL) background clearance.
- Valid California Driver’s license.
- TB clearance.
- Driving record acceptable for coverage by Gateways insurance carrier.
- Fire and Safety Training*.
- First Aid Training Certification*.
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