Office Specialist

Didi Hirsch Mental Health Services•Los Angeles, CA

4h•$20 - $23•Onsite

About The Position

As an Office Specialist, you will provide administrative support to various program or departments, greet and assist clients and visitors, and direct them to the appropriate staff. Didi Hirsch Mental Health Services has been a national leader in whole-person mental health, crisis care, and substance use services since 1942 and is home to the nation’s first Suicide Prevention Center. We are a nonprofit organization providing care to about 270,000 people annually across our programs. Didi Hirsch has deep roots in community-based mental health and a commitment to providing culturally responsive services that are just and equitable. More than 1,000 dedicated employees and volunteers make Didi Hirsch’s work possible.

Requirements

High school diploma required.
Minimum of six months of administrative or customer service experience required.
Customer service and interpersonal communication.
Organization and attention to detail.
Data entry and records management.
Scheduling and calendar management.
Proficiency with Microsoft Office, Excel, PowerPoint, Organizational Charts and Project Management tools.
Ability to maintain confidentiality and handle sensitive situations with empathy and professionalism.
Effective verbal communication skills required.
Knowledge of English, spelling, punctuation, and general office practices and procedures.
Demonstrated customer service skills with ability to provide prompt, friendly courteous service to callers, visitors, clients and staff.
Effective work organization skills and ability to work with minimal supervision.
Basic math skills to calculate routine data.
Support the values and mission of Didi Hirsch as related to employment.
Know and comply with Agency policies and procedures.
Present ideas, information, and viewpoints clearly, both verbally and in writing.
Demonstrate commitment to team objectives and Didi Hirsch philosophies.
Adapt to changing needs by acquiring new skills and knowledge.
Current California driver’s license, car insurance, and a driving record acceptable to the Agency’s insurance carrier.

Nice To Haves

Customer service experience in healthcare setting, preferably mental health, is highly desired.
Bilingual in Spanish preferred but not required.

Responsibilities

Greet and assist clients, vendors and visitors.
Answer and route incoming phone calls.
Check clients in and notify the therapist of the clients’ arrival.
Maintain confidentiality in accordance with HIPAA and agency policies.
Maintain health records in compliance with Federal and State guidelines and agency policies.
Deliver professional customer service to staff, clients, visitors, and vendors.
Prepare, process, and file documents, forms, and correspondence.
Maintain electronic and paper records.
Assist with reports, spreadsheets, and data tracking.
Manage calendars and meeting schedules.
Assist with invoices, purchase orders, expense reports.
Track program expenses and office supply budgets.
Coordinate with finance and billing departments.
Provide administrative support to clinicians, supervisors, and program leadership throughout our crisis line, counseling, outreach, prevention, or training programs as needed.
Assist with community events, workshops, and outreach activities.
Coordinate meetings, trainings, and events.
Assist with purchasing items for meetings.
Procure meeting materials and supplies, support meeting setup and logistics, and assist with post-meeting cleanup and organization.
Prepare meeting materials, agendas, and minutes.
Sorts and distributes incoming mail; prepares outgoing mail including internal office mail, external mail, overnight services, delivery services and registered mail.
Order and maintain office supplies and equipment.
Coordinate facility maintenance requests and vendor services.
Monitor inventory of program materials and resources.
Ensure common areas, conference rooms, and workspaces are organized and operational.
Assist in assuring all safety and health standards are followed and reports safety issues within the facility in a timely manner.
Develop and maintain administrative and clerical skills through seminars, workshops or other forms of training/education.
Attend and actively participate in team and staff meetings, when required.
Maintain confidential client and personnel records.
Ensure forms and documentation comply with regulatory and accreditation requirements.
Assist with audits, record requests, and quality assurance activities.
Communicate professionally and compassionately with individuals experiencing mental health challenges.