BHD FRONT OFFICE ADMINISTRATIVE ASSISTANT

Job Description

Job Description

Job purpose

Under the direct supervision of the administrative supervisor and behavioral health division director, the administrative assistant will participate in the coordination of administrative and clerical work.

Duties and responsibilities

• Perform general office support
• Handle office reception, routine telephone calls and correspondence duties
• Provide word-processing/typing, filing and photocopying
• Manage and maintain office equipment and supplies inventory and professional resource library
• Manage and maintain up-to-date staff and client schedules and records
• Collect and document fee and donation receipts
• Develop and maintain administrative policies, procedures and forms
• Internal office support
• Manage and maintain client database and statistics and other program service data to meet contract requirements. Prepare weekly and monthly program reports and invoices
• Screen incoming requests for services, providing information and referral and/or scheduling appointments for initial screening interviews as appropriate
• Process insurance payments
• Assist and support counselors in providing case management for clients
• Cooperate with supervisory and management personnel on all auditing related criteria, department policies and guidelines, and implement changes when needed to achieve department goals
• External office support
• Represent Counseling Program to funders and outside agencies
• Participate in community/agency liaison activities to assure community awareness of services and programs
• Assist in monthly outreach and educational event
• Assist the Program Director in other administrative and program areas as needed
• Other duties as assigned.

Qualifications

• Minimum educational requirement is high school diploma, but Bachelor’s degree and previous experience in community services preferred.
• Bilingual, including ability to read and write, in English and Chinese (Cantonese and/or Mandarin) required.
• Good organizational skills and ability to work independently with a high degree of accuracy, attention to detail and conformity to procedure required.
• Good communication and interpersonal skills, including ability to coordinate and cooperate with others required.
• Experience preparing written reports, correspondence and other documents required.
• Word processing and data entry experience on Macintosh, Microsoft Word and Excel.
• Must have valid California Driver’s License, auto insurance and available transportation.

Physical Demands

• Must be able to remain in a stationary position 50% of the time.
• Ability to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Able to operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Able to constantly position yourself to maintain files in file cabinets such as reaching with hands and arms, kneeling, crouching, etc.
• The ability to communicate, detect, converse with, discern, convey, express oneself, and exchange information is crucial for this role.

Direct reports

Administrative Supervisor and BHD Director

Compliance with the Americans with Disabilities Act (ADA)

Our center is dedicated to fostering an environment that is inclusive and accessible, welcoming everyone with open arms. We strictly follow the guidelines outlined by the Americans with Disabilities Act (ADA), which includes a prohibition on discrimination in employment practices and other terms and conditions of employment.