Office Support Specialist

2 weeks ago

San Diego, California, United States Harmonium Inc. Full time
Job Overview

About Us:
Harmonium Inc. has been dedicated to serving the community since 1975, responding to the growing needs for juvenile diversion services. Our mission is shaped by the voices of the neighborhoods, individuals, and families we serve.

As a 501(c)(3) nonprofit organization, we impact over 30,000 individuals annually, providing tailored program services to more than 5,000 children, youth, and families each day across San Diego County. We believe that innovative planning, collaboration, and strength-based interventions lead to exceptional services that enhance well-being.

Position Summary:
The Program Administrative Assistant is responsible for a variety of administrative and office support tasks to ensure the smooth operation of the program. This role involves handling sensitive information and requires strict adherence to confidentiality standards.

Key Responsibilities:

  • Support the supervisor with daily administrative tasks, including monitoring contract deliverables, coordinating schedules, entering data, organizing facilities, managing program inventory, and handling fiscal responsibilities.
  • Ensure accuracy and timeliness of data entry and information management.
  • Assist in preparing for program audits and generating monthly and quarterly reports.
  • Design and maintain community databases, directories, and participant rosters.
  • Provide data management support for the electronic medical record system.
  • Facilitate Empower support and implement necessary data corrections as requested.
  • Process client referrals, intakes, and discharges.
  • Orient and train new staff and interns on relevant office procedures.
  • Prepare various confidential documents for staff use.

Qualifications:

  • Minimum of an Associate's degree or equivalent.
  • At least one year of experience in an office environment.
  • Proficient with office equipment, including computers, fax machines, and photocopiers.
  • Experience in data collection and management.
  • Bilingual in Spanish and English is preferred.
  • Understanding of HIPAA regulations.
  • Strong communication, organizational, and computer skills.
  • Ability to perform data entry and navigate MS Windows applications.
  • Must be at least 18 years old.
  • Valid TB test results are required.
  • Proof of COVID-19 vaccination is necessary.
  • Fingerprint clearance will be obtained upon hire (cost covered by Harmonium).
  • Reliable transportation and a valid California driver's license with current automobile insurance are required.

Compensation:

  • Starting Rate: $18.61 per hour (all new hires start at this rate regardless of experience).
  • Hours: Part-time, 25 hours per week.

Benefits: Our part-time benefits package includes dental, vision, pet insurance, life insurance, and critical illness coverage. Additionally, we offer a 403b Retirement Plan with a matching contribution of up to 2% based on years of service. Employees accrue 1 hour of California Paid Sick Leave for every 30 hours worked, with a maximum of 80 hours per calendar year.

Harmonium Inc. is committed to fostering a diverse environment and is proud to be an equal opportunity employer. We strive to create a workplace that promotes fairness, teamwork, and respect among all employees and interns, ensuring an atmosphere where individuals from diverse backgrounds can thrive both personally and professionally.

Please refer to the attached document for the complete job description.

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