Administrative Assistant I

Who We Are

Pacific Clinics is California's largest community-based nonprofit provider of behavioral and mental health services and support. Our team of more than 2,000 employees speaks 22 languages. They are dedicated to offering hope and unlocking the full potential of individuals and families through culturally responsive, trauma-informed, research-based services for individuals and families from birth to older adults.

Who We Serve

Pacific Clinics serves children, transitional-age youth, families, adults, and older adults. We offer a full range of mental and behavioral health services, foster care and social services, housing, continuing adult education and early childhood education programs to Medi-Cal-eligible individuals and families throughout Alameda, Contra Costa, Fresno, Kings, Los Angeles, Madera, Orange, Placer, Riverside, Sacramento, San Bernardino, San Francisco, Santa Clara, Solano, Stanislaus, Stockton, Tulare and Ventura Counties.

Compensation We Offer

• The initial compensation for this position ranges from $21.00 - $25.83 per hour.
• Salary is dependent on commensurate experience above the minimum qualifications for the role and internal equity considerations.
• The salary may also vary if you reside in a different location than the location posted.
• 7.5% Bilingual Differential for qualified positions*
  
  • must meet company policy eligibility requirements.

Benefits We Offer

• Benefits eligibility starts on day ONE!
• We Offer Comprehensive Medical, Dental & Vision benefits, Voluntary Life Insurance, Flex Spending, Health Savings Account, EAP, and more!
• Employer Paid Long-Term Disability & Basic Life Insurance
• 401K Employer Match up to 45%
• Competitive Time Off Plans (may vary by employment status)
• Employee engagement and advocacy opportunities to advance our justice, equity, diversity, and inclusion agenda across our Agency and throughout the communities we serve.

Work Schedule: Monday-Friday, 9-2 PM, with some flexibility for weekend/outreach events depending on needs and services per the community

JOB SUMMARY

Under direct supervision, the incumbent is an initial key contact for the agency and is responsible for handling a front office area and providing internal and external communication in a professional, efficient and organized fashion.

RESPONSIBILITIES AND DUTIES

1. Answer and direct all incoming calls to appropriate party promptly and efficiently.

2. Greet clients, visitors and off-site employees, providing direction to the proper party or department as needed.

3. Sort and distribute all incoming mail and faxes and prepares outgoing and special mailings as needed.

4. Complete typing, faxing, mailing and copying support for staff as needed.

5. As required by site, maintain conference room schedule and schedules and coordinate meetings as needed.

6. Insure copiers and fax machines are functioning and assume responsibility for contacting proper party for maintenance or programming. Set up copier codes and order supplies. Clear paper jams; train staff about copier and fax machine use.

7. Put postage on mail using meter, maintains meter (including adding postage). Maintain postage count form and report to Finance as required.

8. May enter incident reports in electronic systems daily. May edit reports for complete and appropriate information. Files completed reports in the chart room file sorter for Medical Records.

9. May prepare discharge paperwork for a therapist to complete upon client discharge.

10. Assure proper forms supply for county forms or chart intake packets.

11. As necessary, assure mailroom and/or lunchroom supplies are stocked; order and receive supplies.

12. Other related responsibilities, as assigned, to support specific department/business needs.

JOB SPECIFIC COMPETENCIES

• Administrative Acumen
• Clerical Skills
• Contributes To Team Performance
• Project Management
• Time Management

CORE ABILITIES

Ability to:

• Work in a fast-paced, highly pressured, and changing environment.
• Maintain standards of confidentiality.
• Maintain positive work relationships in a respectful and collaborative manner.
• Maintain good communication to ensure others have necessary information.
• Sensitivity to working with culturally diverse populations.
• Resource allocation and utilization.
• Train and instruct.
• Quality assurance and troubleshoot.
• Research, plan, monitor and implement.
• Persuade and negotiate.
• Create, innovate, prioritize and reorganize.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

MINIMUM EDUCATION AND/OR EXPERIENCE

• High school diploma or GED required.
• One (1) year experience in a general office environment preferred

PHYSICAL REQUIREMENTS

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. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop; kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

TRAINING

Must successfully complete all required Agency training indicated for this position.

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Equal Opportunity Employer

We will consider for employment qualified Applicants with Criminal Histories in a manner consistent with ordinance 184652 Sec.189.04 (a) and San Francisco Police Code, Article 49. Section 4905.