POSITION TITLE: Administrative Assistant-Next Steps Program
Company Description: NAMI San Diego (National Alliance on Mental Illness) is a nonprofit organization that provides free education, support services, and advocacy to improve the quality of life of everyone affected by mental illnesses.
Primary Responsibilities/Function: Next Steps is a partnership of three community organizations, MHS (Mental Health Systems Inc.), NAMI San Diego and UPAC (The Union of Pan Asian Communities) with NAMI San Diego as the lead agency. This integrated care program funded by San Diego County addresses the physical health, mental health and substance use needs of participants along with their needs for food, clothing, shelter, transportation and other social services. Staff provides clients and family members who visit the San Diego County Psychiatric Hospital and its Emergency Unit, and designated community clinics and programs with onsite support and resource information that promotes successful recovery and reentry into the community. The team consists of trained Peer Specialists, Family Member Specialists, Recovery Services (AOD) Counselors, Nurses, Behavioral Health Consultants and Health Navigators most of whom have lived experience with serious mental illness, substance use or a co-occurring disorder or have a family with lived experience. Staff offers services that are culturally and linguistically appropriate.
Duties and Responsibilities:
- Serve as Lead Administrative Assistant.
- Provides regular oversight, support, guidance and supervision to Administrative Assistant.
- Provide clerical and administrative support to the program.
- Responsible for overall efficient and effective operation of program office.
- Function as an Assistant to the Director preparing reports and charts, running errands, and written correspondence.
- Responsible for other duties as assigned.
- Develop and implement clerical procedures to improve program operations.
- Design one or more data bases including setting up directories and files, entering data and creating spread sheets.
- Enter data into Mental Health Outcomes Management System (mHOMS).
- Copy documents for program staff.
- Create client charts and enrollment packets as needed.
- File documents in charts.
- Transfer information and documents via facsimile, email or mail.
- Provide telephone coverage at the front desk, operates a multiple line telephone and relays calls.
- Greet and receive program visitors and clients.
- Manage program petty cash, flex funds and bus passes with appropriate safeguards and prepare reports on expenditures as required.
- Develop and maintain a data base of attendance at staff training and remind staff about training deadlines.
- Conduct special projects as assigned.
- Successfully function as a team member.
- Responsible to have regular work attendance, arrive on time and complete work projects on time.
- Responsible for tracking compliance requirements in the program and maintenance of personnel documentation.
- Responsible for requesting facility maintenance, inventory and supplies on-site.
- Performs miscellaneous departmental communications.
- Assists with personnel time cards.
- Completes all assigned duties within the time frame and according to the standards as established by the Director.
- Demonstrates commitment to professional growth by attending in-service trainings and staff development programs, while seeking out supervision when needed.
- Familiar with and complies with all NAMI and program rules, policies and procedures including HIPPA standards.
- Work on–site at the office located in Pt. Loma.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.
- Prolonged periods sitting at a desk and working on a computer.
- Prolonged periods of standing and walking.
- Must be able to lift up to 10 pounds at times.
Minimum Requirements, including linguistic and cultural skills, education, experiences, licenses and certifications:
- Minimum High School Diploma, some college preferred.
- Prefer completion of course of instruction in secretarial skills at a community college.
- Experience as an administrative assistant preferably in a behavioral health program/agency.
- Prior history of reliable attendance.
- A minimum of five years’ administrative experience and a minimum of two years’ experience supervising clerical staff.
- Strong verbal and written communication skills.
- Filing/record keeping.
- Strong customer service skills in person and on the phone.
- Organized and attentive to detail.
- Extensive applied experience utilizing MS Excel spreadsheet software for reporting and tacking data.
- Knowledge, skill, and experience using computer software (MS Excel, Microsoft Office and Word), email, and web navigation.
- Typing at least 40 WPM.
- Excellent organizational and time management skills.
- Demonstrated ability to maintain confidentiality.
- Experience living with mental illness, substance use or co-occurring disorder or a family member of a person with lived experience preferred.
- Demonstrated cultural competency.
- Must be able to pass Live Scan background check.
- Able to be flexible and work weekdays, as well as weekend day when needed.
- Valid California driver’s license and current auto insurance per contract requirements.
- Clear TB Test required.
- Added Plus: Bilingual and bicultural in Spanish, Arabic, Vietnamese, Tagalog or other Asian language.
COVID Protocols and Work Environment. As an essential worker providing both telehealth and in-person services, successful candidate will follow CDC guidelines, state guidelines and local mandates for COVID 19 prevention.
Full time (40 hours/week)
Salary Range: $16.50 – $19 per hour
To apply: Please send cover letter and resume to email@example.com