ADMINISTRATIVE ASSISTANT

Description

JOB DESCRIPTION

Title of Position:         Administrative Assistant                               

Location:                     CONREP FCTP        

Exempt/Non-Exempt: Non-Exempt

Union/ Non-Union:     Non-Union                 

Supervisor:                  Office and Administrative Support Supervisor                     

SUMMARY OF POSITION

Gateways Hospital and Mental Health Center seeks a motivated individual to fulfill the role of Administrative Assistant to the Nurse Practitioner for the Los Angeles County Conditional Release Program (CONREP) Administration. The CONREP program as a whole provides court- and parole-mandated treatment and supervision to individuals transitioning from the Department of State Hospitals back into the community. As part of CONREP’s Forensic Community Treatment Program, this position provides direct administrative support to the Nurse Practitioner as well as multiple forensic clinicians.

The Administrative Assistant to the Nurse Practitioner will work with various people in the criminal court system and with individuals ordered into our program.

ESSENTIALS DUTIES

•  Performing clerical duties (e.g. filing, faxing, photocopying, scanning, typing, emailing, generating letters) accurately and in a timely manner.
• Assists the Registered Nurse oversee the daily operations of various tasks.
• Coordinates medical and psychiatric care.
• Obtaining medical documents from outside providers.
• Tracks paper flow into and out of office.
• Coordinating client transportation.
• Conducting weekly, monthly, quarterly, and annual documentation reviews for quality assurance.
• Communicates accurate writing and oral messages.
• Types miscellaneous documents for Registered Nurse.
• Maintains confidentiality of information.

ESSENTIAL SKILLS

• Ability to type 50 wpm without mistakes.
• Basic billing and budget skills.
• Ability to work with frequent interruptions.
• Ability to be flexible and prioritize deadlines and goals
• Ability to work and relate effectively with coworkers, visitors, members of the community and law enforcement
• Working knowledge of computer operations, including spreadsheet, word processing programs as well as Network and Internet functions
• Ability to operate office machines.
• Ability to process heavily detailed information.
• Ability to think analytically
• Ability to maintain confidentiality
• Demonstrated ability to make decisions and work independently
• Ability to communicate effectively in English, both verbally and in writing.
• Ability to compose own business correspondence
• Ability to communicate effectively with all levels of staff.
• Ability to operate basic telephone system, transfer and direct calls, and take accurate messages.
• Demonstrated supervisory and administrative abilities necessary to direct department operations.
• Must have effective interpersonal and organizational skills
• Ability to take and transcribe minutes accurately
• Proven ability to handle encounters with clients who may be unstable, angry, hostile, agitated, or intoxicated by alcohol or street drugs, in an appropriate and effective manner
• Ability to use good judgment and to remain calm in crisis situations
• Ability to cope with situations that cause mental and emotional stress

Qualifications

EDUCATION & CERTIFICATES

Minimum Education:

•  High School Diploma or Equivalent GED

Desired Education:

• 4-year College Degree preferred.

EXPERIENCE/QUALIFICATIONS

• Five (5) year secretarial experience, at least two (2) of which have been at the executive and/or administrative level
• Experience at providing effective liaison with top level management
• Experience in mental health facility or corrections environment, familiarity with related terms.
• Experience in billing, accounting and/or money management/ handling.
• Experience with medical records and Database management

REQUIREMENTS

• Must pass Department of Justice (DOJ), Federal Bureau of Investigations (FBI), and Community Care Licensing (CCL) background clearance.
• Valid California Driver’s license.
• TB clearance.
• Driving record acceptable for coverage by Gateways insurance carrier.
• Fire and Safety Training*.
• CPR/First Aid*
• Crisis Prevention Institute Training (CPI)**
• Note: If indicated certifications/licenses are lacking, they must be obtained within 180 days of hire.
• **Training needs to be completed within 30 days from the date of hire on a designated date provided by onboarding.  Staff need to be certified at a commensurate level for their role to perform their job duties (staff will be taken off the schedule if certification is not achieved).

PHYSICAL REQUIREMENTS

• To perform this job, you must be able to carry out all essential functions successfully. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the job.
• Employee will be required to lift and/or move unassisted up to 25 pounds.

Salary : $22 - $24