Administrative Assistant II

Didi Hirsch Brand•Culver City, CA

6h•$21 - $25•Hybrid

About The Position

As an Administrative Assistant II, you will provide comprehensive administrative, clerical, and operational support to assigned departments and leadership. This role requires a high level of organization, discretion, and attention to detail, as you will manage a variety of office functions, coordinate schedules and communications, prepare documents and reports, and support day-to-day operations to ensure efficiency and continuity of services. The Administrative Assistant II is expected to work independently, prioritize multiple tasks in a fast-paced environment, and exercise sound judgment while maintaining professionalism and confidentiality.

Requirements

High school diploma with 3+ years of administrative experience, preferably in a mental health or nonprofit environment.
Demonstrate a working knowledge of business English, spelling, punctuation, and general office practices and procedures.
Support the values and mission of Didi Hirsch as related to employment.
Know and comply with Didi Hirsch division and Agency policies and procedures, HIPAA, DMH policies and documentation guidelines, and other state, federal regulations relating to division or department activities.
Demonstrate current knowledge of all job specific skills to include strong working knowledge of computer systems and software as they apply to program or department activity.
Possess basic math skills sufficient to monitor program petty cash and related functions.
Present ideas, information, and viewpoints clearly, both verbally and in writing.
Efficiently use the personal computer for word processing, spreadsheets, database maintenance and other related software programs.
Utilize analysis, experience, and judgment to make decisions within policies and procedures.
Demonstrate commitment to team objectives and Didi Hirsch philosophies.
Adapt to changing needs by acquiring new skills and knowledge.

Responsibilities

Supports the Division Director(s) in most administrative tasks including managing Division Director’s calendar and attending meetings as needed.
Manages Division on-call calendars and coordinates with answering service company.
Assists in the development of printed material including Canva, PowerPoint, Excel, and MS Office.
Submits and monitors work orders to ensure completion.
Prepares a wide variety of routine correspondence, forms, reports and similar items using word processing, spreadsheet, and data entry.
Maintains and updates division or department personnel or other files as required by licensing and applicable state and federal laws.
Creates and maintains databases for program outcome monitoring.
Copies, sorts, faxes, collates and retrieves documents.
Plans, organizes and coordinates meetings and training sessions; coordinates location; and refreshments; secures necessary media equipment; distributes meeting announcements; prepares and distributes meeting material; takes meeting minutes; ensures room is vacated and tidy after meeting or event.
Assists in monitoring Division expenses; monitors supplies and re-orders supplies, forms, books and other items.
Responds to telephone calls for Division Director in a timely, friendly manner and assist callers as able; checks and responds to e-mails.
Attends routinely scheduled meetings as requested or required for the division, department or Agency.
Receives, screens, routes mail, email, telephone calls and publications; prioritizes or responds to requests for information as necessary in a prompt, courteous and confidential manner.
Processes requests for reimbursement, dues and other expenses in accordance with proper approvals and budgets.
Provides for an organized work environment by disseminating, tracking and maintaining information/data and implementing appropriate organizational systems.
Performs research and analysis of information; coordinates/manages special projects as required.
Generates and/or gathers data and information to support report preparation; completes all reporting requirements of the position.
Sets up and maintains department files; including in collaboration with other departments.
Assists with retrieval of files for audits as needed.
Develops and maintains skills through seminars, workshops, or other forms of training/education.