Administrative Assist II

Behavioral Health Services, Inc.•Gardena, CA

44d

About The Position

The Administrative Assistant aids and supports the Director and the Department and performs a variety of organization, communication, and database management duties.

Requirements

High school diploma, minimum of two years' general office experience.
Knowledge of physical and digital filing systems.
Some knowledge of resources for target populations and client confidentiality regulations.
Proficiency in the Microsoft 365 Suite of programs, including Word, Outlook, Excel, and Teams.
Skills in MS Access, Publisher, Canva or ability to self-teach.
Ability to use and maintain a variety of office machinery, including copy and fax machines and laser printer.
Must have ability to communicate effectively both verbally and in writing.
Must have strong writing skills that include Proper English and grammar.
Must possess good listening skills and the ability to follow directions.
Ability to work with others, including other professional and paraprofessional staff and volunteers.
Must have positive, professional attitude, sincere interest and desire in working with, and to help support, target populations; patience and compassion, sensitivity to culture, attitudes, beliefs and knowledge of target populations.
Must have valid California driver's license and liability insurance if driving personal vehicle on BHS business.
Able to stand, bend, stoop, squat and reach for purpose of performing duties such as handling materials stocked on shelves, filing and handling and sorting mail.
Routinely lift and move items weighing up to ten pounds; is expected to ask for assistance and use dolly or cart and any heavy items.
Vision, hearing, manual dexterity and eye-hand coordination adequate to answer telephones, use keyboard, write messages.
Able to move about the facility and in other off-site locations.

Nice To Haves

Experience with Electronic Health Records (EHRs) a plus!
Prior knowledge, education, and/or experience working in behavioral health (e.g. mental health, substance use disorders, psychology, social work, etc) or healthcare strongly encouraged.
Bilingual abilities are welcomed but not required for this position.

Responsibilities

Perform general office functions which include preparing correspondence, ordering supplies and print shop requests, preparing bulk mailings, recording meeting minutes, maintaining petty-cash, aid in communicating and supervising staff, etc.
Provide accurate information and referrals to customers.
Coordinate logistics of program activities, such as scheduling space, ordering meals, etc.
Work as a team member in performing duties and assignments.
Adhere to professional standards.
Ability to prepare accurate and precise reports and correspondence.
Ability to demonstrate ethical and professional behavior.
Ability to communicate clearly with management, staff, peers, clinical trainees, clients and non-BHS resources.
Ability to convey respect for cultural and lifestyle diversities of clients and staff.
Ability to recognize personal issues that have an impact on job performance and interactions with others.
Basic knowledge of the BHS treatment systems.
Understanding of computer operations; Windows and the Microsoft 365 suite (e.g. Word, Outlook, Excel, Teams, Etc.). Ability to readily adapt to the indicated computer information system.
Receive and place direct calls to others and interact with or direct visitors.
Organize and maintain office files and systems.
Develop and maintain computer database of program statistics.
Prepare layouts for complex documents, such as newsletters, brochures, and reports.
Arrange and coordinate appointments, meetings, and program activities.
Supervise staff and/or clerical volunteers.
Comply with BHS health and safety standards