Job Description

JOB DESCRIPTION

Title of Position:         Administrative Assistant to FCTP     

Location:                     FCTP  

Exempt/Non-Exempt: Non-Exempt

Union/ Non-Union:     None Union               

Supervisor:                        Office and Administrative Support Supervisor  

SUMMARY OF POSITION

The Administrative Assistant is responsible for answering and directing telephone calls for CONREP Administration and FCTP; monitoring and assisting clients and visitors at the front window; expediting various office operations such as typing, data entry, copying, and filing (including maintaining the archive files); requesting needed documents for files; managing interoffice mail and US mail; faxing, copying, mailing, and tracking of court reports; copying, distributing, and filing court minute orders; notifying clients of doctor’s appointments and/or changes and cancellations; calling clients for UA participation; communicating with Engineering and Housekeeping regarding facility needs; ordering supplies and maintaining office equipment; and other general front office functions.  The Administrative Secretary is a member of the FCTP Safety Management Team.  The Administrative Secretary works closely with the FCTP clinical team, the CONREP Administration clinical team, and the FCTP and CONREP Administration administrative staff.  During AWOLs, rehospitalizations, and other client crisis, the Administrative Secretary also works closely with the state hospital staff and assists with client transfers and support documentation.  The Administrative Secretary works closely with the FCTP Program Director and the CONREP Director of Evaluations to ensure smooth operation of all processes and assists with any other project indicated by supervisors, as needed.  Must maintain a clear criminal record for continued employment eligibility.

ESSENTIALS DUTIES:

·         Ability to type 40 wpm without mistakes

·         Knowledge of office machines

·         Computer literacy including experience with Windows, Microsoft Office Suite (i.e., Word, Excel, Power Point, and Outlook), and pdf readers

·         Ability to operate basic telephone system, transfer, and direct calls, and take accurate messages

·         Ability to communicate effectively in English, both verbally and in writing.

·         Ability to produce reports and business correspondence

·         Attention to detail and enjoyment of work requiring this skill

·         Effective interpersonal and organizational skills

·         Ability to work independently and with frequent interruptions.

·         Ability to be flexible, meet deadlines, and prioritize tasks

·         Demonstrated ability to make decisions and work independently when circumstances warrant

·         Ability to work and relate effectively with coworkers, visitors, members of the community, state hospital staff, and law enforcement

·         Ability to work with adult and older adult clients

·         Ability to tactfully relate to mentally ill clients

·         Ability to handle encounters with clients who may be unstable, angry, hostile, agitated, or intoxicated by alcohol or street drugs, in an appropriate and effective manner

·         Ability to use good judgment and to remain calm in crisis situations

·         Ability to cope with situations that cause stress

EXPERIENCE/QUALIFICATIONS

Two (2) years of general typing, clerical, and receptionist experience with at least one (1) year at an executive or administrative level

EDUCATION & CERTIFICATES

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)**

• Note: If indicated certifications/licenses are lacking, they must be obtained within 180 days of hire.

**Training needs to be completed within 30 days from the date of hire on a designated date provided by on-boarding.  Staff need to be certified at the commensurate level for their role to perform their job duties (staff will be taken off the schedule if certification is not achieved).

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.

Company Description

Working together toward a brighter future Gateways Hospital and Mental Health Center, a non-profit organization located in Echo Park, has been serving the Greater Los Angeles area since 1953. Our qualified healthcare professionals treat all mental health conditions and provide services for children, adolescents, transitional aged youth, and adults. We pride ourselves on offering quality mental health treatment to all individuals, whether funded or non-funded.