Administrative Assistant - SRC Long Beach
Location: SRC - Long Beach: Long beach, CA
If you feel you are qualified for this position, please click “Apply Now” and attached your resume.
SUMMARY
The Administrative Assistant provides administrative and clerical support to the Serenity/HHH Program staff.
ESSENTIAL DUTIES & RESPONSIBILITIES
Responsible for the facilities day- to-day clerical operations
Responsible for data input into data base.
Perform office duties that include: filing, copying and printing, manage the program office supply inventory, replenishment, and distribution
Handling and managing program petty cash, ensuring expenditures are justifiable, collecting receipts and processing reimbursement forms in a accurate and timely manner
Purchasing, handling and managing transportation appointment for the patients., process reimbursement forms in a accurate and timely manner
Ensuring staff is adhering to program and contracted policy and procedures with the
Processing and handling of confidential documentation and materials
Manage the collection and distribution of company mail
Manage the maintenance and replacement of office equipment such as copiers, faxes, meters and any other office equipment
Assist with the planning and coordination of special projects, presentations, dissemination of information, and program events
Prepare confidential documentation for Serenity/HHH staff; accurately record, organize, and distribute
Ensure all program reporting is done in a completed and timely manner
Act as liaison to all clinical staff to ensure efficient coordination and completion of documents needing review and/or approval based on the DHS contracted and program standards
Independently maintain all DHS; perform file audits to ensure proper record keeping, analyzing, coding, indexing and storing; records are to be complete, accurate, and adhere to DHS contracted and program standards per HIPAA and government funding regulations
Manage all enrollments and conduct monthly chart audits for chart completeness and accuracy.
Manage agency wide processing and responding of client record requests per HIPAA regulations when requests from authorized users and/or clients are received
Plan and coordinate clinical staff trainings and new employee orientation classes; schedule and assist where needed with all levels of staff; create, manage and produce presentations and reading materials for attendees and presenters
Attend and take minutes for Serenity/HHH staff meetings as requested. Maintain minute records.
Provide direct support to clinical staff and director in the creation of memos, reports, policy and procedures, and other confidential materials in reference to the staff and program needs
QUALIFICATIONS
High school diploma or equivalent.
Minimum two years’ related experience or training
Detail oriented with good time management, organizational, written, verbal, and interpersonal skills
Able to maintain a high level confidentiality
Able to handle sensitive and confidential situations with poise, tact, and diplomacy
Excellent computer skills, including familiarity with Microsoft Word, Outlook, Excel, PowerPoint and agency wide database applications
Able to learn quickly and work effectively with individuals at all levels of the organization and with minimal to no supervision
Able to set priorities, meet deadlines, and juggle multiple competing tasks and demands
WORK ENVIRONMENT
Office environment
May necessitate working in busy and loud environment
Will be exposed to elements like cold, heat, dust, noise and odor
May need to bend, stoop, twist , and pick up heavy materials for short periods of time
RESPONSIBILITIES COMMON TO ALL AGENCY EMPLOYEES
Maintain a safe work environment and confidentiality at all times
Be proactive, creative, and flexible in determining, evaluating, researching, and resolving issues
Organize and prioritize multiple activities to meet all external and internal deadlines
Maintain professional demeanor that reflects positively on the agency
Demonstrate respect and courtesy toward others
Able to thrive in a work environment emphasizing teamwork and collaboration
Respond in a timely manner in all aspects of communication
Work with minimum supervision
Perform other duties as assigned
If you feel you are qualified for this position, please click “Apply Now” and attached your resume.