Administrative Assistant (Drop-In Center)

Description

This position will provide administrative support duties for all programs and services operated out of the Drop-In Center. The position requires an individual extremely motivated to succeed; excellent written and verbal communication skills; interacts with and works well with others in various fast changing, environments/situations; excellent listening skills; effective problem solving skills; able to prioritize, manage time and orchestrate multiple tasks simultaneously; able to effectively work independently with minimal direction or in a team environment; proactively perform and anticipate administrative needs; able to maintain agency and client confidentiality; practices corporate and personal integrity on the highest level. Duties are to include data gathering, data reporting, clerical duties, verbal and written Spanish translation may be needed, and collaborating with other staff to ensure overall program and agency effectiveness.

Requirements & Qualifications

  • BA/BS preferred
  •  High School Diploma Required
  •  Minimum 3 years prior office, administrative, or secretarial experience
  •  Bilingual (Spanish/English) preferred
  •  Valid California driver’s license
  •  Knowledge of behavioral health and social care programs Preferred
  •  Proficiency in Word, Excel, Outlook and PowerPoint;
  •  Self-directed, efficient and effective in problem solving and managing multiple priorities and objectives

Duties & Responsibilities:

All of the responsibilities listed below are considered essential functions of this position. Additionally, this position is expected to ensure that the core operating values and the strategic direction of the agency are adhered to.

  • Provide administrative and clerical support related to overall program functions including generating data reports, data entry, maintaining client database (EHR)
  • Receive incoming telephone calls, provides answers to routine inquiries and/or refers them to other personnel and/or provides resources
  • Maintain office coordination: maintaining coordination and link between the department/person and other interagency personnel
  • Create system for office files, file and record keeping
    Schedule meetings and assist with meeting preparations
  • Create and maintain office documents: office documents such as, letters, correspondences, invoices, reports, data sheets
  • Perform telephone screenings for TAY interviews
  • Prepare meeting room and materials as necessary
  • Perform data entry as necessary
  • Assist in the gathering and organization of information in preparation for audits, reports, etc.
  • Oversee the ordering, receipt, stocking and distribution of office supplies for DIC
  • Assist staff/clients with translations as needed, both verbally and in writing if able
  • Arrange work schedule or required hours to the benefit of the Agency
  • Attend and create meeting minutes as assigned.
  • Review and collect all TAY services time sheets and deliver to finance department as necessary
  • Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing
  • Work collaboratively and communicate effectively with staff and management
  • Maintain standards of confidentiality
  • Creation/updates of program manuals and forms
  • Work with coverage of Drop in Center as necessary; floor monitor
  • Conduct all functions in accordance with The Village guidelines, policies, procedures and ethical standards

Location

United States-North Hollywood

Job Schedule

F/T- P/T

Contact

Human Resources
Fax: 818-824-9996
E-mail: hr@thevillagefs.org

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The Village Family Services, 6736 Laurel Canyon Blvd., Ste. 200, North Hollywood, CA 91606 | Phone 818-755-8786
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