FLOAT ADMINISTRATIVE ASSISTANT

PRINCIPAL DUTIES AND RESPONSIBILITIES: Provide administrative support functions for the supervisors and professional staff covering the duties and responsibilities of other administrative assistants’ areas and at different sites: assessments/customer service, chart room, clinic, facilities, programs, purchasing, reception, and residential. Duties may involve any or all of the following, as well as incidental support not listed here:* 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. 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 data in a timely manner; prepare and run reports and billings for MediCal, other insurance providers, and vendors; create, prepare, and produce hard copy and computerized documents, spreadsheets, and correspondence from prepared copy, rough draft, and other sources. 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. Coordinate, attend, and provide support at community, agency, team trainings meetings, and events, including taking and transcribing minutes for distribution, as needed. Track inventories on a regular basis; research products for scheduled or incidental purchase; prepare purchase orders, requisitions, and work orders; interface with vendors in person and on the phone; shop and order supplies; keep accurate expenditure records, including credit card, gift card, and petty cash issuance or usage. Administer the use of Agency vehicles, including scheduling vehicle maintenance, accident reporting, forwarding insurance claims, maintaining mileage and usage reports, and vehicle scheduling. Participate in management of team/program discretionary resources available to meet client needs; perform special projects. OTHER DUTIES AND RESPONSIBILITIES: Coordinate and direct activities of other administrative staff in work unit, including volunteers; train newly hired staff in program systems. Run errands and make interdepartmental and off-site pickups and deliveries using personal or agency vehicle. Record and maintain files on safety and security issues; report irregularities to management.* 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; basic Internet navigation and search ability for online ordering (E); familiarity with 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 and on the 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 License, with access to a reliable vehicle/for driving a company vehicle, current proof of auto liability insurance, and a clean DMV record. (E) 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.