Job DetailsJob Location Normandie Village - Los Angeles, CA Salary Range $21.00 - $23.00 Hourly DescriptionTitle of Position: Administrative Assistant Location: Normandie Village Exempt/Non-Exempt: Non-Exempt Union/ Non-Union: Non-Union Supervisor: Forensic Office Manager SUMMARY OF POSITION: Under the general supervision of the Forensic Office Manager, the Administrative Assistant provides administrative, clerical and patient records related duties as instructed. The administrative assistant works closely with the forensic office manager, program director, and administrative staff to ensure smooth operation of all processes. The person in this position needs to be highly efficient, detailed oriented, have excellent organizational skills and strong communication skills, ability to multi-task and work with some independence in completing assigned projects/program management. This is a fast-paced position with pressure and multiple demands. ESSENTIALS DUTIES:
- Performs general clerical duties to include, but not limited to computer, photocopying, faxing, mail, scanning and filing
- Handles telephone and e-mail inquiries, responding as appropriate
- Coordinates with LACDMH and outside agencies regarding referrals and admissions
- Creates and modifies documents using Microsoft Office, Excel etc.
- Performs data entry tasks as assigned
- Schedules meetings and appointments
- Maintains files and records
- Maintains data systems
- Exercises good judgment, including the limits of information to be given
- Maintains the employee education, license and certifications
- Attends and participates in meetings, in-service training and other meetings as scheduled. If the trainer or supervisor excuses attendance, the employee is responsible for knowing and understanding the content of the in-service within 30 days of its presentation to the hospital staff
- Protects information from unauthorized access, abiding by Gateways' Code of Confidentiality, HIPAA regulations and other regulatory agencies
- Submits concerns to supervisor that cannot be handled on a person-to-person basis
- Responds appropriately to stressful or difficult/emergency situations. Maintains knowledge of Normandie Village codes and response procedures.
- Maintains an objective, professional relationship with co-workers and patients at all times
- Demonstrates the ability to work independently, and with continuous interruptions.
- Seeks additional tasks during slow times.
- Seeks learning opportunities to gain new knowledge/skills, which result in continuing quality improvement, including cross-training.
- Assists co-workers and other departments when appropriate
- Knows where and how to make suggestions for improvement
- Is flexible in times of high or low workload
- Takes responsibility for his/her mistakes or poor performance
- Contributes information in a constructive manner
- Initiates or participates in continuous performance improvement training and activities for the department
- Ability to type 55 wpm
- Other duties as assigned
QualificationsEDUCATION & CERTIFICATES
- Three (3) years secretarial experience
- Some prior experience working for a hospital / behavioral service facility and/or other non-profit facility
- Experience at providing effective liaison with top-level management
- High School Diploma
REQUIREMENTS
- Must pass Department of Justice (DOJ), Federal Bureau of Investigations (FBI), and Community Care Licensing (CCL) background clearance.
- Valid California Driver's license.
- TB clearance.
- Driving record acceptable for coverage by Gateways insurance carrier.
- Fire and Safety Training*.
- First Aid Training Certification*.
- CPR Certification*.
- Crisis Prevention Institute Training (CPI)**
PHYSICAL REQUIREMENTS
- To perform this job you must be able to carry out all essential functions successfully. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the job.
- Employee will be required to lift and/or move unassisted up to 25 pounds