Office Assistant

Job Description

Job Description

Description :

SUMMARY : The Office Assistant represents a full-time staff position within the California Mental Health Services Authority (CalMHSA). The Office Assistant reports to the Directors of CalMHSA Departments or other leadership as needed. The Office Assistant is responsible for fostering communication and diligence through proper administration, utilization, and maintenance of important records.

DUTIES AND RESPONSIBILITIES include but are not limited to :

• Administration of Outlook, Microsoft Teams, Zoom, Slack, and other communication tools.
• Develop and maintain project-related documents (i.e., Excel Spreadsheets) with accurate program information.
• Prepare meeting agendas, minutes, and document action items.
• Schedule and plan meetings (in-person or virtual).
• Ensure project deadlines are met for reporting needs.
• Develop correspondence to external entities, members, state agencies, affiliates, etc.
• Maintenance of files and records.
• Photocopying, scanning, emailing.
• Prepare mail and outgoing packages, and distribute incoming mail / packages.
• Update and maintain Asana, Salesforce, and other databases.
• Work as an integral component of a project team.
• Other duties as assigned.

QUALIFICATIONS –

EDUCATION and / or EXPERIENCE

Recommend a BS / BA (In English, or similar field) and two (2) years of qualifying administrative experience or an acceptable equivalent combination of education and experience.

To perform this job successfully, an individual must be able to perform each essential functions satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required.

COMPUTER SKILLS – Demonstrate the ability to use a computer and applicable computer software effectively. Intermediate knowledge of Excel & Word, Adobe, PowerPoint, and Outlook. Experience with DocuSign and any other project management product software required.

LANGUAGE SKILLS and MATHEMATICAL SKILLS - Demonstrate the ability to read, comprehend, and respond appropriately through written or verbal form; demonstrate tactfulness when communicating including internal communication with staff members of all levels; ability to communicate with a variety of audiences effectively. Ability to add, subtract, multiply, and divide in all measure units, using whole numbers, common fractions, and decimals.

REASONING – Demonstrate the ability to effectively apply common sense and follow through to daily tasks; demonstrate the ability to work with little or no supervision; demonstrate excellent analytical skills; demonstrate the ability to efficiently conduct research and ask appropriate probing questions to complete necessary tasks.

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. While performing the duties of this job, the employee is frequently required to sit and stand; use phone and headset; use hands, arms, fingers to type; answer phones; write; use calculator; demonstrate strength to lift and carry materials weighing up to 10 pounds; demonstrate clear vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone; and drive a motor vehicle on public roads and highways.

SENSORY DEMANDS - The incumbent must spend long hours in intense concentration. The incumbent must also spend long hours on the computer entering information which requires attention to detail and high levels of accuracy.

MENTAL DEMANDS - There are a number of deadlines associated with this position, which may cause significant pressure. The incumbent must also deal with a wide variety of people on various issues.

REGULAR WORK SCHEDULE – Varies depending on business needs; however, the company's regular business hours are 8 : 00am to 5 : 00pm, Monday – Friday.

Requirements :