Administrative Assistant and Case Manager

Sacred Path Indigenous Wellness Center•Pomona, CA

20h•$20 - $25•Onsite

About The Position

The Administrative Assistant at Sacred Path Indigenous Wellness Center plays a crucial role in providing administrative and organizational support to ensure the smooth functioning of the agency's operations. This role involves assisting in various administrative tasks, maintaining records, coordinating communication, and contributing to the efficient operation of the agency's programs and services. They are responsible for gift card purchases/distribution, ensuring the timely submission of timesheets/invoices, and tracking credit card purchases and documentation. They support programs in fulfilling funding source requirements (e.g., maintaining databases, preparing applications/reports, tracking required information, setting up calendars) and keep the Resource Center Manager and CEO updated on any problems. The Administrative Assistant provides assistance to the Resource Center Manager, CEO and select members of the team. Must be in office, unless otherwise directed by their supervisor or CEO. The primary responsibility of a Case Manager part of the position is to provide support and assistance to individuals receiving services at Sacred Path. Case Managers play a crucial role in helping clients access the resources and services they need to improve their well-being and overall quality of life. Case Managers collaborate with other members of multidisciplinary treatment teams to develop plans that address the client’s specific needs. (e.g., mental health, substance use, social, financial, academic, occupational, medical, cultural). The role involves providing linkages, resources, transportation, advocacy, and other forms of support.

Requirements

Minimum 3 years experience in administrative roles or office management
Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace, Zoom
Strong organizational skills with attention to detail and accuracy
Ability to type at least 30 words per minute
Excellent communication and interpersonal skills
Able to manage multiple tasks, prioritize effectively and use sound judgment
Proactive planner and willing to learn new skills
Experience managing databases and evaluations
Able to work independently and with a team in a professional and efficient manner
Eligible to work in the United States
Pass fingerprint clearance
Maintain annual negative TB test results on file
Pass a post-offer drug test
Possess & maintain a reliable vehicle, valid CA driver’s license and active auto insurance
Available to work evenings and weekends, as needed
Willing to travel, as needed

Responsibilities

Assist in day-to-day administrative tasks such as data entry, document preparation and record-keeping
Attend meetings and take notes
Set up and maintain calendars
Maintain databases and submit reports to fulfill contract requirements
Register clients with Sacred Path and enroll them in the Family Resource Center.
Support the functioning and operation of the Day Care Center
Manage gift card purchase and distribution process, as well as other program purchases
Assist in the logistical planning and coordination of agency events, workshops, and training sessions
Assist with food preparation or pick ups for events, set up, clean up for workshops or events when needed
Help prepare materials (e.g., flyers, sign-in sheets), set up venues, and provide on-site support during events.
Maintain communication with internal staff to facilitate smooth operations
Attend outreach/workshops/events as needed.
Schedule Zoom meetings
Assist in coordinating office equipment, maintenance and repairs
Assist in processing invoices & reimbursements; tracking expenses and maintain accurate financial records.
Handle sensitive client and personnel information with discretion and maintain strict confidentiality
Ensure compliance with agency policies, procedures, and relevant regulations
Keep the Supervisor/Operations Manager and CEO well informed regarding activities, pending issues and potential problems.
Complete tasks by the deadline and work with the team to meet goals.
Occasional evening and or weekend work may be required
Supporting the coordination, planning, and purchasing related to annual events such as powwows, etc.
On-site office management - coordinate and address any on site related issues (for example, working with building property management,) reception duties, inventory of office resources, help with developing office procedures, collaboration and support for all programs, ensuring that the office is ready for daily activities and programming.
Other duties, as assigned or required, to fulfill the mission of Sacred Path.