Administrative Assistant

POSITION SUMMARY:

Person in this position will be responsible for providing general administrative support for the Celebrating Families Program. Essential Job Functions include those listed below.

ESSENTIAL JOB FUNCTIONS:

• Schedule appointments, manage correspondence, handle incoming/outgoing phone contacts, and type meeting minutes.
• Order supplies and reconcile purchase orders.
• Assist with preparation of meetings (photocopying, prep meeting rooms, etc.).
• Make travel arrangements for staff members as needed.
• Review and distribute, when appropriate, all incoming mail addressed to the program and administrative staff.
• Assist with the updating and managing contract information in the WestCare Intranet database (CDS).
• Maintain filing system for administrative files and any other relevant files.
• Must Embrace and embody the mission, vision, guiding principles, clinical vision, and goals of WestCare Foundation; and
• Perform all other duties as assigned.

ESSENTIAL QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform the duties and responsibilities satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Experience and Competencies:

• Excellent communication skills.
• Superior writing skills.
• Attention to detail.
• Ability to exercise good judgment and discretion.
• Ability to work well in a team environment.
• Superior organizational skills.
• Excellent written and verbal communication skills.
• Proficiency in word processing programs, preferably MS Word, and spreadsheet programs, preferably MS Excel. Internet skills.
• Ability to work independently and in a team environment.
• High level of initiative.
• Bilingual (Fluent in English and Spanish) is preferred.
• Adherence to the highest standard of ethical conduct, especially to standards governing confidentiality.
• Professional appearance and demeanor.
• Must be culturally/linguistically sensitive to populations served.
• Ability to obtain and maintain clearance from California Department of Corrections and Rehabilitation (CDCR).
• Ability to obtain and maintain clearance from LEIE, MSIL, and EPLS.
• Valid drivers license and ability to obtain and maintain WestCares vehicle insurance is required.
• As mandated by the State of California those employees who work at Residential, Outpatient, Sober Living, provide Mental Health Services, Administrative Staff or Transitional Living Facilities must be fully vaccinated and have received a booster. Employees that have requested a Medical or Religious Exemption, which has been approved by Human Resources will be required to test for the virus weekly.
• During your tenure with WestCare there may be new requirements, including, but not limited to vaccinations that are issued by local, State, Federal, and/or Funders that WestCare may have to comply with. Should this occur Human Resources or appropriate personnel will inform you.
• CPR Certification, First Aid Certification, and an annual Tuberculosis test.

EDUCATION and/or EXPERIENCE:

• Two (2) years of administrative/clerical experience is required.
• High School Diploma or equivalent is required.

LICENSURE/CERTIFICATION:

• Not applicable for this position.

WORKING CONDITIONS:

• Work is primarily performed in an office or in a Residential/Outpatient treatment setting.
• Some outdoor activities may be required.
• Must be able to de-escalate situations in the program.