What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT position at BUCKELEW PROGRAMS?
Job Details
Description
Buckelew Programs is the leading provider of behavioral healthcare services in the North Bay, dedicated to serving those who may not have access otherwise. Become part of our team and contribute to making a real impact.
We are hiring a new Administrative Assistant to join our our Santa Rosa team. In this role, you will support various program activities under the supervision of the Regional Operations Manager and other Program Leadership. You will performs administrative, clerical and support functions – including maintenance and production of program records, maintenance and compilation of program data, and production of data reports. Key functions of this position include learning and operating various electronic health records and data systems, including the production of data from them, and serving as the on-site expert regarding those systems for program staff; and providing general administrative office support to program staff as directed by the supervisor.
WHAT YOU WILL DO:
Customer Service
- Provide a welcome and professional greeting to visitors consistent with the agency’s mission, vision and values, by staffing the lobby reception area as scheduled. Greet and welcome Buckelew visitors, redirect visitors for other building tenants (if appropriate). Answer and professionally direct calls.
- Maintain a warm, welcoming, and organized office environment.
- Support bridging families, individuals or other providers to Buckelew and/or community services access in alignment with CalAIM initiative “No Wrong Door.”
Food Equity
- Support the agency’s food equity program with warehouse orders and in person shopping at Redwood Empire Food Bank.
- Support the Grocery Recovery Program with weekly donation pick up.
- Manage the cleanliness, organization and safety of the food pantry.
- Manage, support and train volunteers and/or other program staff regarding food equity program utilization.
Clerical
- Provide administrative support to the Program Leadership, and others as assigned, to support program work.
- Provide administrative support to the Program Leadership, and others as assigned, to support management of staff and program meetings.
- Perform clerical tasks including checking voicemail, filing, copying, and completing routine correspondence and reports.
- In conjunction with the Regional Operations Manager, maintain office equipment and supplies, ensuring ongoing maintenance and adequate supplies on hand.
- Support onboarding and exiting of staff in conjunction with The People’s team and Regional Operations Manager.
- Support the program by answering calls, problem solving administrative issues, and providing logistical support to program activities. Complete client intakes and schedule appointments as required by the needs of the program.
- Maintain stock of marketing and program materials, respond to materials requests, distribute and track materials distributed to other agencies, as required by needs of program assigned.
Fiscal
- Ensure month end activities are completed in a timely manner including submission of petty cash receipts, mileage logs, and associated billing.
- Review monthly billing submission for accuracy as assigned.
- Communicate with county and finance departments to ensure necessary corrections are addressed.
Database Management
- Maintain and oversee operation of assigned areas of the Electronic Health Record (EHR) and database systems ensuring the accurate data entry into the system using predetermined protocols. Provide reporting as requested and authorized.
- Support staff, interns, volunteers, etc. with technical assistance regarding EHR and database systems. Escalate to appropriate resources as necessary.
Qualifications
WHAT YOU WILL BRING:
Education and Experience: A high school diploma or equivalent required, AA preferred. Two or more years of recent, relevant administrative experience, preferably in a behavioral health environment. Experience with databases and/or EHR systems preferred.
Skills and Abilities: Computer literacy. Intermediate level competence with Microsoft Office including Word, Excel, PowerPoint, Outlook and Teams. Highly organized. Strong written and oral communication skills with the ability to effectively and succinctly communicate to individuals at all levels. Reliable, with excellent attention to detail and accuracy. Comfortable and competent at working with numbers, including performing basic arithmetic computations. Able to establish and maintain effective working relationships based on mutual trust and respect and be a team player. Able to partner with and support program leaders throughout the organization. Self-motivated and able to work independently as well as collaboratively with a team. Able to complete all tasks required in a timely fashion. Working understanding of highly confidential environments and ability to maintain confidentiality. Knowledge of HIPAA requirements. Experience maintaining privacy and confidentiality with Electronic Health Records systems a plus. Must have and maintain a valid California driver’s license with an insurable driving record and insured personal car to use on the job. Must be able to pass Livescan fingerprinting background check (for some programs).
Physical Requirements: Requires occasional lifting (up to 40 pounds) and standing, walking, reaching, talking and hearing for the majority of a shift. Nearly all work is performed in a comfortable indoor facility. Ability to maintain composure and work quality with some interruptions; regular local travel; involves frequent exposure to demands and pressures from persons other than immediate supervisor. Able to handle objects with both hands and the use of fine motor skills for the duration of a shift. Frequently operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. Vision requirements: ability to see information in print and/or electronically; possess visual acuity to use equipment safely. Hearing requirements: ability to hear information in person and by telephone.
BENEFITS OFFERED: Medical, dental, vision and life and long-term disability insurance, Employee Assistance Program, flexible spending accounts for health, dependent and transit costs, retirement savings plan with company match, eligibility for loan forgiveness, continuing education credits available through our learning management system, discount program and generous paid time off.
AA/EOE
Salary : $24 - $26
