Front Office Administrative Assistant for Wellness Mental Health Services

Mental Health America of Los Angeles•Long Beach, CA

1h•Onsite

About The Position

Mental Health America of Los Angeles (MHALA) is seeking a Front Office Administrative Assistant for its Wellness Mental Health Services. MHALA has a long history of providing mental health services, advocacy, innovation, and training. The agency is one of the largest nonprofit mental health agencies in Los Angeles County, serving over 19,000 individuals annually with integrated services in mental and physical healthcare, homelessness and housing, supported employment, and wellness and financial services. MHALA also offers training programs and emphasizes a supportive work environment with a focus on communication, collaboration, transparency, and work/life balance, including a 35-hour workweek. The agency fosters diversity and a team-oriented culture with opportunities for growth, offering competitive salaries and a full benefits package, including an employee assistance program and generous paid time off.

Requirements

High school diploma or GED and 2 years of experience working as an office clerical, office assistant, data entry clerk, billing clerk, or other similar position.
Or, Associate degree or certificate in data entry, medical billing, secretarial science, office management, or similar without experience.
Must function well in a team-oriented approach to member services.
Must have good listening and communication skills, and the ability to empathize and relate positively to a wide variety of people, including co-workers, members, family members, and community partners.
Must demonstrate the ability to maintain empathy for the dilemma of individuals in severe need, as well as the ability to set appropriate boundaries.
Must have a tolerance for frustration and delayed gratification, and be able to juggle creatively and successfully around a variety of barriers to support members.
Accurate typing of no less than 35 wpm.
Must be thoroughly familiar with computers and related applications (such as Microsoft Word, Excel, Teams, Outlook, Zoom, etc.), and have demonstrated expertise in data entry functions.
Driving with a current class C driver’s license, a vehicle for transportation, proof of valid automobile insurance, and the ability to be insured by MHALA liability insurance are conditions of employment.
TB clearance and re-testing every year are conditions of employment.
Employment verification directly from three (3) past employers within the most recent 7-year period.

Nice To Haves

Bilingual (English/Spanish) preferred.

Responsibilities

Answer incoming phone lines, screen and route calls as necessary.
Create a welcoming environment, greet, direct, and assist visitors.
Provide information to callers, take messages, and retrieve/record/deliver messages from the after-hours answering machine.
Arrange and connect conference/video calls.
Provide coverage for answering phones for other MHALA departments as needed.
Provide administrative support by running reports, updating spreadsheets, and tracking data as assigned.
Serve as administrative support to Nurse Practitioners with scheduling appointments, managing voice and email messages, and handling requests for report writing.
Facilitate records requests under the supervision and with approval of the Director.
Sort and route incoming mail, prepare outgoing mail, and arrange for special mail services (e.g., FedEx or UPS).
Monitor and distribute incoming faxes.
Operate with an understanding of Health Insurance Portability and Accountability (HIPAA) regulations and comply with these regulations when handling calls, emails, faxes, etc.
Take minutes for Wellness Center team meetings and distribute them to staff.
Order and distribute supplies, order routine printing for office staff.
Provide light typing, filing, faxing, sorting/collating, envelope stuffing, photocopying, and other similar tasks as needed or requested.
Keep office areas clean and organized.
Maintain office and program calendars.
Prepare conference and meeting rooms.
Open/lock up the office.
Perform other similar routine clerical and light administrative support tasks.
Assist with creating and ordering business cards for staff.
Maintain the appearance of the front office.
Keep the kitchen clean and organized.
Be aware of team plans for service delivery with members and create and maintain boundaries as needed to support services provided to members.
Attend and participate in staff meetings and other aspects of the day-to-day operations and community life of the program site.
Work cooperatively with other staff to assure the smooth and seamless delivery of comprehensive administrative services to the Agency and its members.