Administrative Assistant

Job Title: Administrative Assistant

Program: CalWORKS

Reports to: Program Supervisor

Classification: Regular, Full-Time, FLSA Non-Exempt

Pay Range: $25 - $29 Hourly

Worksite: 150 Grand Ave., Ste. 200, Oakland, CA 94612

Office Hours: Mondays-Fridays 8:30 am-5:00 pm

About Us: Bonita House, Inc. (BHI) is a nonprofit mental health agency with multiple sites in Alameda County and an operating budget of $14.5 million. Founded in 1971, BHI provides social rehabilitation including a full range of Medi-Cal services to adults with co-occurring serious mental health and substance use disorders.

Our Mission: To empower people living with mental health and co-occurring substance use challenges to achieve recovery, self-sufficiency, and deeply connected, meaningful lives within their communities.

Our Values: Compassion: Committed to caring, dignity and kindness. Respect: Honor each individual and provide highly ethical services. Progress: Leading the way in creating opportunities to change for the better. Resilience: Channeling hope, building strengths to successfully recover, adapt and grow. Embracing Differences: Honor and celebrate our diverse communities and individual uniqueness.

Position Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The ideal candidate will provide essential administrative support to ensure the smooth operation of our behavioral health program. This role will involve managing administrative tasks, coordinating schedules, communicating with clients and staff, and assisting with program logistics.

Primary Responsibilities

• Maintain Client Roster and Records
  Update and maintain the CalWORKS client roster daily, including emergency contact information, phone numbers, assigned point persons, referral outreach status, newly opened and closed clients, returned referrals, and other relevant client updates.
• Manage County Referral Communications
  Conduct and document daily referral outreach and communication with the County through SharePoint, ensuring referrals are followed up on, and information is accurately recorded and updated.
• Coordinate Client Appointment Reminders
  Contact clients and provide timely reminders regarding scheduled appointments, meetings, and other required services to support client engagement and attendance.
• Service Entry Billing
  Responsible for completing service billing entries for up to 8 hours per week and assisting the Agency with special billing projects as needed.
• Document Team and Case Conference Meetings
  Take accurate meeting minutes for weekly Team Meetings and biweekly Case Conference Meetings and distribute or maintain meeting documentation as needed.
• Prepare Client Intake Packets
  Create, organize, and maintain client intake packets on a weekly basis, ensuring all required forms and materials are complete and available for new client enrollment.
• Prepare and Maintain County Attendance Reports
  Complete weekly client attendance reports for County submission, ensuring attendance information is accurate, current, and prepared for the end-of-month reporting deadline.
• Maintain Physical and Electronic Client Files
  Organize and maintain physical client files and ensure client information, documentation, and attachments are accurately updated and uploaded in Credible.
• Process Client Openings and Closures
  Open and close clients in CG and Credible in a timely and accurate manner, ensuring client records and program status remain current across systems.
• Support Communication with County Employment Counselors
  Contact County Employment Counselors on behalf of program staff when requested and assist with obtaining or communicating information related to client services and referrals.
• Provide Administrative and Program Support
  Assist staff with administrative and program-related needs, including creating and updating flyers, brochures, media materials, and other communications or materials as requested.

Qualifications and Requirements

• High school diploma or equivalent required; associate degree or higher preferred.
• Previous experience in an administrative role, preferably in a nonprofit or healthcare setting.
• A valid driver's license, reliable personal vehicle, personal auto insurance as required by law, and an MVR sufficient to obtain and reasonably maintain insurability under agency auto liability policies are essential job requirements.
• BHI conducts background checks on all candidates who have received a conditional job offer. Satisfactory completion of background checks is a requirement for employment with the agency.
• Passion for the BHI mission.

Knowledge Skills & Abilities

• Excellent communication skills, both verbal and written.
• Proficiency in Microsoft Office 365 (Word, Excel, Outlook) and other relevant software applications.
• Strong organizational skills with the ability to prioritize tasks and manage time effectively.
• Attention to detail and accuracy in data entry and record keeping.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Positive attitude, flexibility, and willingness to work collaboratively in a team environment.
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Ability to function well in a high-paced and at times stressful environment.

Work environment/Physical demands:

The work environment and physical demands described here are representative of those an employee may encounter while performing the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions, in accordance with applicable laws.

Physical Activity:

The position requires periods of sitting, standing, and walking throughout the workday. Employees may be required to move between offices, program spaces, and meeting areas, including navigating stairs.

Lifting & Carrying:

Must be able to lift, carry, or move items up to 15 pounds on an occasional basis.

Manual Dexterity & Communication:

Requires the ability to operate a computer, keyboard, and other office equipment; to talk and hear in person and by telephone; and to read printed and digital materials.

Work Environment:

Work is typically performed in an office or community-based setting with standard lighting, temperature, and noise levels. Some positions may require travel between locations as part of regular duties.

Travel required:

This position requires regular travel to multiple agency and partner locations within the Bay Area. Employees must have reliable transportation and the ability to reach designated sites within reasonable travel times.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

EEO Statement: Bonita House provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

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.