SECRETARY/RECEPTIONIST

Title of Position: Secretary/Receptionist

Location: Percy Village

Exempt/Non-Exempt: Non-Exempt

Union/ Non-Union: Non-Union

Supervisor: Office Manager

Gateways Hospital and Mental Health Center, located in Los Angeles, is a non-profit organization that provides an array of comprehensive mental health services for Children, Adolescents, Transitional Aged Youth, and Adults suffering from mental illness in the Greater Los Angeles area. The organization consists of a standalone fifty-five (55) )-bed hospital and six outlying outpatient facilities that have anywhere from fourteen (14) beds to one hundred and thirty-four (134) beds. The organization has approximately four hundred (400) employees.

SUMMARY OF POSITION

The responsibilities for the Secretary/Receptionist include expediting various office operations such as typing, data entry, filing, and telephone communications. Also performs other duties as assigned.

Candidates who are bilingual in Spanish are eligible for an additional $1 per hour.

ESSENTIALS DUTIES

• Operates switchboard/telephone communications.
• Responsible for all general typing as specified and organized by supervisor.
• Responsible for preparing, duplicating and distributing court reports, memorandums, schedules, phone lists, and other miscellaneous documents.
• Sorts and distributes daily mail.
• Checks documents for completeness, accuracy, and compliance with legal and other requirements.
• Organizes and maintains supply of program forms.
• Participates in staff meetings and transcribes accurate minutes.
• Operates and understands minor maintenance procedures for office machines.
• Maintains an objective and professional relationship with clients at all times.
• Maintains job interest and technical skills.
• Works collaboratively with the multi-disciplinary treatment team, including timely and effective communications.
• Working knowledge of relevant and current computer software.
• Responds, in a timely manner, to requests for client data in compliance with legal requirements.
• Maintains effective communications with relevant community agencies such the courts and other legal agencies, visitors, ancillary agencies and other professionals as needed.
• Ability to work independently, and with continuous interruptions.
• Responds appropriately under difficult or stressful circumstances.
• Performs other additional related tasks as assigned.

ESSENTIAL SKILLS

• Ability to type 60 wpm without mistakes.
• Ability to work independently and with frequent interruptions.
• Ability to work and relate effectively with coworkers.
• Ability to transcribe.
• Ability to tactfully relate to mentally ill clients.
• Working knowledge of computers and current, relevant
• computer software.
• Ability to work and relate effectively with visitors, police, and
• community members.
• Ability to communicate effectively in English, both verbally
• and in writing.
• Ability to communicate effectively in Spanish, both verbally and in writing. (For designated bilingual Spanish position only)
• Experience in mental health facilities or with medical records.
• 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.

EDUCATION & CERTIFICATES

• High School Diploma
One (1) year of college in secretarial skills.

EXPERIENCE/QUALIFICATIONS

• One (1) year of general typing, clerical and receptionist experience
• Experience in a mental health facility or with medical records.
• Spanish-speaking preferred

REQUIREMENTS

• Must pass Department of Justice (DOJ), Federal Bureau of Investigations (FBI), and Community Care Licensing (CCL) background clearance.
• Valid California Drivers license.
• TB clearance.
• Driving record acceptable for coverage by Gateways insurance carrier.
• Fire and Safety Training*.
• First Aid Training Certification*.
• CPR Certification*.
• 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 the 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.