Job Description

JOB SUMMARY 

The administrative assistant works as a team member with several social service professional and paraprofessional staff performing administrative duties and provides support to program staff.    

ESSENTIAL DUTIES & RESPONSIBILITIES

The Administrative Assistant’s key areas of responsibility and duties include: 

ESSENTIAL DUTIES: 

• Performs general clerical duties to include, but not limited to computer, photocopying, faxing, mail, and filing
• Handles telephone and e-mail inquiries, responding as appropriate
• Creates and modifies documents using Microsoft Office
• Interacts with staff members and visitors
• Performs data entry tasks as assigned
• Answers calls placed at MAP main number and email from internal/external providers
• Addresses client needs as needed in the main office by answering MAP questions or redirecting to appropriate staff (i.e. payee, supervisor, case manager)
• Communicates with landlords as rental payment issues come up to ensure timely rent payments  
• Communicates with vendors (i.e. cable, gas company, Public Storage) to resolve issues with clients’ payments as they come up
• Processes supply orders for various programs
• Manages vehicle calendar(s)
• Makes trips to SSA as needed to deliver documentation
• Tracks usage of CSS funds and submits for reimbursement
• Gathers time sheets
• Coordinates psychiatry schedule
• Obtains cash for clients that are unable to receive paper checks
• Maintain S+C charts: Annually update paperwork, incomes updates, monitoring submission of service match forms, filing service match forms in client charts

Other duties and responsibilities may be assigned. The duties and responsibilities listed are designed to provide typical examples of the work performed; not all duties and responsibilities assigned are included here, nor is it expected that all similar positions will be assigned every duty and responsibility.

Qualifications

QUALIFICATIONS

KNOWLEDGE, SKILLS & ABILITIES:

• Must be highly motivated and a self-starter.  The ability to communicate with and relate to a diverse group of people including clients, community, and other staff.  Must have excellent organizational skills and the capability to work in a fast paced environment 
• Demonstrated ability to set priorities and meet deadlines while producing high quality work
• Professional demeanor and ability to interact with various personalities, displaying a good-natured, cooperative attitude
• Meticulous organizational skills, keen attention to detail, and good written and verbal communication skills
• Knowledge and use of computers and software including but not limited to Excel and Word.

EXPERIENCE:

• Prior administrative assistant experience is a plus

EDUCATION:

• High School Diploma

DIRECT REPORTS:

This position has no direct supervisory responsibilities

COMPUTER SKILLS:

• Strong proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to use widely supported internet browsers.

CERTIFICATES, LICENSES AND REGISTRATIONS:

• Valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions. 
• Valid automobile liability insurance.

Additional Information

Status: Full-Time/Non-Exempt 

Salary: DOE

Employment with St. Joseph Center is contingent on completion of satisfactory background check.

For consideration, please submit cover letter and resume. St. Joseph Center is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to their race, color, religion, sex, national origin, disability, or status as a protected veteran. All applicants for employment are invited to voluntarily self-identify their gender, race, ethnicity, and veteran status, by completing the EEO Information. Providing your EEO Information is voluntary and refusal to self-identify will not subject applicants to any adverse treatment. Similarly, applicants who do self-identify will not be subject to any adverse treatment based on the information they provide.

St. Joseph center invites you to review the current "EEO is The Law" poster as part of the application process. A link to the current poster is located here.

 https://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf