PROGRAM ADMINISTRATIVE ASSISTANT - **Parisi House

• Work Schedule is Monday – Friday, 8.30am-5:00pm. Parisi House on the Hill is a residential drug and alcohol treatment center that recognizes the unique bond between mother and child and is specifically designed for moms in recovery. The admin will support the program by welcoming clients and entering/ auditing data in the electronic health records database.**
  
  

Pay rates for Union positions are set in the Collective Bargaining Agreement with SEIU Local 521. Each position has a total of six steps, Step 1 (entry level) through Step 6 (15 years of employment with the organization). Union staff are promoted from Step 1 to Step 2 upon their one-year anniversary. The current Step 1 rate for this position is $30.38/hr, and the current Step 6 rate for this position is $33.55/hr.

We offer a competitive package of employee benefits for 30 to 40-hour week positions. You will receive a defined contribution amount of up to $14,580 per year (prorated for part-time employees working less than 40 hours per week) to purchase the benefits of your choice on a cafeteria plan basis. Any amount of this defined contribution not used towards your benefits will be paid to you as taxable earnings. We offer a retirement plan with a generous employer match starting at 4% after one year of employment. Our paid time off is also more generous than many employers with vacation time accruing up to 25 days per year, 6 days of sick time per year and 12 paid holidays.

The benefits offered in our cafeteria plan are as follows:

• Medical benefits –Kaiser--ranging from $0 Deductible Plan with $15 Copay to $,3200 Deductible Plan with Health Savings Account. Sutter Health plans are also available from $0 Deductible Plan to $2,500 Deductible Plan.
• Dental benefits –Guardian: 1 dental HMO and 2 PPOs
• Vision benefits – 2 options from Guardian VSP: a standard vision plan and an enhanced vision plan
  
  

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Provide administrative support functions for supervisors and professional staff, with emphasis in the area of residential and community programs in the department, as well as incidental support not listed here. Duties may include any or all of the following:*
• Address internal and external requests for customer services, both by telephone and in person; gather information; process routine information and/or inquiries on activities, processes, policies and procedures, and established programs; take immediate action to resolve customer needs or make referrals to service staff, other service providers, or appropriate external parties; clarify concerns, obtain information, and ensure the quality and accuracy of service delivery and data generated; interface with clients; schedule appointments.
• Facilitate and deliver communications through email, voice mail, inter-office and external mail and courier, phone call answering and appropriate routing, copying and faxing.
• Investigate matters of concern; identify and resolve problems; review and compare documents; track and follow-up on any action items.
• Maintain databases and spreadsheets by entering heavy amounts of data in a timely manner; prepare and run reports; process billings for MediCal and other insurance providers; create, prepare, and produce hard copy and computerized documents, spreadsheets, and correspondence from prepared copy, rough draft, and other sources; review, compare, and follow up on documents.
• Create, update, and maintain medical charts and files according to company protocols and in an orderly and timely manner; route when and where needed; follow up on lab results; other filing and record keeping systems, schedules, rosters, and databases.
  

OTHER DUTIES AND RESPONSIBILITIES:

• Coordinate, attend, and provide support at community and agency trainings, meetings, and events, including taking and transcribing minutes for distribution, as needed.
• Participate in management of team/program discretionary resources available to meet client needs; perform special projects.
• Record and maintain files safety and security issues; report irregularities to management.
• Run errands and make interdepartmental and off-site pickups and deliveries using personal or agency vehicle.
  
  

KNOWLEDGE, SKILL, AND ABILITIES REQUIRED: (E = Essential; D = Desired)

• High School diploma GED, or equivalent education and a minimum of one year (E) or two years (D) of responsible, full-time experience in a secretarial or clerical capacity; Associate’s degree or graduation from a recognized Business School or a related field. (D)
• Proven typing speed of 40 net wpm (E); 50 net wpm (D); computer literacy; ability to use MS Office applications—Word; Excel; Outlook—and Windows-based databases at an intermediate level (E); UNIX-based databases. (D)
• Familiarity using and maintaining a variety of common office equipment, such as fax machines, computer printers, photocopiers, and multi-line phone systems. (E)
• Effective oral and written communication skills, including appropriate English grammar, spelling and punctuation; legible handwriting or printing; proof and edit others’ and own work. (E)
• Demonstrated task management and execution skills and the ability to:
• Coordinate more than one task and be flexible; maintain timelines and deadlines. (E)
• Adapt to changing systems, methods, and environments; (E)
• Stay calm and reassuring in stressful situations and with agitated individuals in person/on phone; (E)
• Work with minimal supervision and demonstrate resourcefulness in completion of tasks; (E)
• Recognize, investigate, troubleshoot, and resolve problems; (E)
• Respect and maintain confidentiality; (E)
• Work effectively with persons of different value systems, ethnicity, cultural backgrounds, language capabilities, and disabilities; (E)
• Exhibit exemplary customer service, compassion, and care in the execution of all duties and interactions. (E)
• Special Requirements: Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Momentum practices. (E)
• A valid California Driver’s License, access to a reliable vehicle, proof of auto liability insurance, and a clean DMV record are required for employees working at La Selva Outpatient programs. (E) These requirements are preferred for employees working in other programs. (D)
• Physical requirements needed to perform the essential functions of this job, with or without accommodation: (E)
• Hearing and talking on telephone and in person; standing, walking, sitting, pinching and finger flexion are required constantly (over 2/3 of the workday); (E)
• Lifting, carrying, pushing, pulling, bending, stooping, crouching, kneeling and twisting are required occasionally (under 1/3 of the workday); (E)
• Balancing, climbing and crawling are generally not required.