DescriptionPosition Title: Administrative Assistant Program/Dept: Resource Connect Solano/Coordinated Entry SystemReports to: Program DirectorClassification: Regular, Full-Time, Non-Exempt Salary Range: $23-$27 DOEE + Full Benefits PackageShift: Monday - Friday, 8:30am - 5:00pm Agency Description: Caminar and our divisions transformed the lives of over 31,000 youth and adults across San Mateo, Santa Clara, San Francisco, Solano, Contra Costa, and Butte counties last year through education, behavioral health care, and support. Driven by compassion, science, and our understanding of root causes, we deliver high-quality prevention, treatment, and recovery services to those with complex mental health, substance use, and co-occurring needs. We understand that quality behavioral health outcomes occur when a person is supported in all their basic human needs, and we actively partner with our clients and the community to address the social determinants of health that lead to sustained well-being. We are here to empower and support the most vulnerable members of our community to move toward wellness, resilience, and independence. Caminar values diversity. People of all races, ethnicities, countries of origin, faith, abilities, sexual orientations, gender identities are welcome here. Position Description/Summary:We are seeking a dedicated Administrative Assistant to join our Coordinated Entry Program team, responsible for a variety of administrative tasks and supporting the core duties of our program. The core duties include conducting participant intakes, engaging with the community, handling walk-ins, answering a minimum of 20 phone calls daily, creating client profiles in our Homeless Management Information System, and responding to emails from participants and partners continuously throughout the day. Ensuring HIPAA protections and supporting the Program Director with directly assigned tasks are also critical responsibilities.Administrative duties include but are not limited to office upkeep, ordering and maintaining office supplies, and following the opening and closing procedures at either our Fairfield or Vallejo locations. This role requires flexibility to work in both office locations and a commitment to maintaining a high level of organization and efficiency. Additionally, the Administrative Assistant will perform other duties as assigned to support our team's mission and operations.Essential Duties & Responsibilities:
- Respond to phone calls directed to the Coordinated Entry line and respond to general questions.
- Acquire and maintain current knowledge about provider programs and subpopulation needs throughout Solano County
- Field and record the answers to a brief set of pre-screening questions in HMIS to determine the household's eligibility for entering the housing crisis response system (HMIS).
- Maintain relationships with the various programs in our community to promote our services and improve access to the CES.
- Conduct Multiple Pre-Screening Triage (DV, P&D, Access) Questionnaires with clients to determine if a Mainstream Service or other Access Point connection is appropriate or if a client needs to be scheduled an intake appointment.
- Enter data into HMIS and ensure client privacy is maintained for data accessed from HMIS for community partners, case managers, and client advocates.
- Ensure that privacy, safety, and client choice in housing, services, and location are optimized through Coordinated Entry for individuals and families fleeing, or attempting to flee, domestic violence, dating violence, sexual assault, or stalking, including those who are seeking shelter or services from non-victim service providers. Confirm that data about these populations is not entered into HMIS but rather kept in a private database, and that any data released about this population is aggregate only.
- Ability to refer participants to our referral partners after the situation has been triaged
- Verify eligibility for resources and programs, have a working knowledge of community resources and services
- Complete referrals for direct services or resources in the community
- Perform all job functions in cooperation with the supervisor, other staff, and other providers involved in the service effort, including sharing information regarding all important interventions.
- Participate in staff meetings and attend other meetings, as assigned making sure to be on time to all meetings and cameras on for all virtual meetings.
- Attend and complete trainings as assigned and in a timely manner.
- Participate in promoting a safe, healthy and clean working environment at all times consistent with applicable laws, industry standards and the agency's own Health & Safety Program.
- Complete and submit accurate time sheets, time tracking worksheets and absence reports to Program Director in a timely manner.
- Actively nurture and advance the cooperative, harmonious and teamwork oriented environment Caminar strives to promote within the workplace; Through daily efforts and presentation promote an atmosphere of dignity and respect in line with the organization's mission, philosophy, policies and procedures.
- Ability to multi-task, time-management, data entry, and documenting every interaction with participants in the appropriate database
- Hourly communication in Ring Central, Emails, and Direct Lines throughout the day
- Perform other related duties, responsibilities and special projects as assigned.
Qualifications and Requirements:
- Must be passionate about Caminar's mission.
- Demonstrated experience in a program serving homeless individuals strongly preferred.
- Excellent computer skills in a Microsoft Windows environment including email and Internet navigation required. Experience with Homeless Management Information Systems strongly preferred. Experience with web-based time and attendance and staff training and development system strongly preferred.
- Must have knowledge of and experience in working with spreadsheets, Microsoft excel etc.
- Ability to maintain a high level of confidentiality, a professional demeanor and to always represent the organization in a positive manner.
- Must demonstrate acceptable level of maturity, good judgment, and emotional stability.
- Problem solving-identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
- Customer Service-manages difficult customer situations, responds promptly to customer needs and solicits customer feedback to improve service.
- Data entry; ability to handle multiple tasks and manage competing demands; critical thinking, problem solving and interpersonal skills; standard office computer skills; have to have the ability to multi-task, dual monitors
- Ability to work with minimal supervision and exercise good judgement; strong verbal and written communication skills to include report creation. Communicating with team members and program director throughout the day is vital to the success of the program and services being offered to participants
- Planning/organizing-prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
- Adaptability-adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
- Dependability-is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
- Safety and security-actively promotes and personally observes safety and security procedures and uses equipment and materials properly.
- Must be a dynamic self-starter with demonstrated ability to work independently on special projects.
Physical, Environmental and Mental Requirements:
- Physical: Occasionally required to push/pull objects up to 50 lbs. and to lift/carry objects up to 25 lbs. Frequently required to perform moderately difficult manipulative tasks such as typing, writing, etc. Must be able to walk, stand, sit for extended periods.
- Sensory: Frequently required to read documents, written reports, and plans. Must be able to distinguish normal sounds with some background noise, as in answering the phone, interacting with residents and staff, etc. Must be able to speak clearly and understand/be understood using the English language.
- Cognitive: Frequently required to concentrate on moderate detail with constant interruption. Must be able to attend to a task/function for 20-45 minutes at a time. Frequently required to understand and relate to specific ideas, several at a time. Must be able to remember multiple tasks/assignments given to self and others over a period of several days.
- Environmental Conditions: Frequent exposure to varied office and mixed (residential/office) environments. Occasional exposure to toxins and poisonous substances, dust, and loud noises.
- Equipment: Frequently required to use a computer, phone, and fax machine.
Veterans, Persons of Color and Current or Formerly Homeless Persons are encouraged to applyResource Connect Solano provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, RCS complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.Special Requirements:
- Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Caminar practices.
- This position will require limited driving. A valid California driver license, reliable personal vehicle, current personal auto insurance as required by law, and an MVR sufficient to obtain and reasonably maintain insurability under agency auto liability policies are all essential job requirements.
- You will be required to drive your own vehicle on various errands, as required; documenting and reporting mileage according to agency procedures, so that services can be provided in a timely manner; always comply with agency vehicle policy.
- A personal cell phone with reliable service and, if applicable, a data plan to use for business purposes.
- May be required to obtain and maintain First Aid and CPR certification, TB exam, Physical medical exam.
- Be able to start work and end work in any city in Solano County: Fairfield, Vallejo, Suisun, Benecia, Rio Vista, Dixon, and Vacaville
This job description is not intended to provide, and should not be construed as providing, an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job. They are meant to be accurate reflections of the principal job elements essential for making fair and informed decisions about the job.We've Got You Covered Medical, Dental, and VisionHealth coverage choices to fit you and your family's needs. A zero-cost option for employee only and generous contributions to employee and dependent premiums.Flexible Spending AccountReceive tax savings on out-of-pocket health care costs.Employee Wellness ProgramWe'll reimburse you for a portion of your gym/fitness dues.Life, Long-term Disability, and AD&D InsuranceProvided at no cost to our full-time employees. Includes an option to purchase additional life coverage for both employees and dependents.Paid Time OffWe offer twelve paid holidays and a generous sick and vacation benefit.401(K) Retirement Savings PlanWe offer options for both pre-tax and post-tax (Roth) contributions. The plan also offers an employer match on eligible employee deferrals at one year of service.Commuter BenefitsCommuting to work each day can be expensive. Receive tax savings on your commuting costs!Employee Assistance Program For whatever issue you might face, our Life Assistance Program offers free, confidential assistance at no cost to you.Caminar is a leader in providing innovative client-oriented mental health services. We are an equal opportunity employer. Please visit our web site at www.caminar.org