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Administrative Assistant - South Bay

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Administrative Assistant - South Bay in San Diego County

  • Union of Pan Asian communities
  • Full time
  • Email
  • San Diego County
  • 25/11/2018
  • Report

Job Description

Position Title:Administrative Assistant

Location: South Bay Area, Chula Vista, CA

Program:New Leaf Recovery Center

Classification:Non-exempt, Full Time

Summary and Range of Authority:UPAC New Leaf Recovery Center (NLRC) provides evidence-based and integrated outpatient treatment services for adults who suffer from serious mental health and co-occurring substance abuse conditions. Under the direction of the Office Manager, the Administrative Assistant supports the program with administrative duties.

Essential Duties and Responsibilities:

  • Assist Office Manager in preparing and maintaining fiscal records, program reports, and contracts.
  • Provide reception coverage; answer calls, take messages, direct calls to appropriate staff.
  • Assist in the preparation of reports and proposals to funding agencies, including spreadsheets, monthly reports, and budgetary documents.
  • Collect staff time sheets; prepare semi-monthly payroll tally, monthly PTO balances and submit to Fiscal Department.
  • Process appropriate check requests and submit to Fiscal Department.
  • Develop and maintain office and program files.
  • Sort mail and incoming faxes and distribute to appropriate staff.
  • Keep the reception area in order.
  • Keep the admin related documentation organized and filed.
  • Handle facilities-related matters and special projects including phone system, building security issues, key maintenance, and checkout.
  • Assist staff in preparing outreach activities such as presentations, conferences, and resource fairs
  • Provide assistance in agency and program audits.
  • Assist in maintaining client charts and personnel records.
  • Light janitorial duties.
  • Input Cal-OMS (SanWITS) data and submit to county on monthly basis
  • Input PSR/DATAR reports and submit to county and state on a monthly basis.
  • Prepares electronic schedule for MD and RN/LVN appointments
  • Prepare charts for psychiatry visits and nurse visits
  • Greets clients and visitors in a professional manner
  • Using a multi-line phone, answer calls in a professional manner, take accurate messages and/or direct calls appropriately
  • Maintains reception area in an organized and professional manner
  • Maintains adequate copies of program brochures, client written materials and program required forms
  • Maintain accurate list of office phone extensions, staff schedules, and other office schedules
  • Act as a courier to deliver and pick-up mail between program and other UPAC offices
  • Other duties and responsibilities as assigned by Office Manager and Program Supervisors.

Required Education, Certifications/Licenses and Language/Cultural Skills:

  • High School diploma or equivalent

Minimum Experience and Qualifications Required:

  • If recovering, must be clean and sober and stable in the recovery process for at least 1 year.
  • 1 year experience as an administrative assistant, clerk or receptionist
  • Previous experience in data entry.
  • Familiarity with computer applications including spreadsheets and word processing.
  • Excellent attention to detail and ability to input electronic data accurately.
  • Efficient time management skills and reliability in meeting deadlines. Effective communication skills.
  • Works well independently and within a team. Ability to maintain strict confidentiality with regard to sensitive or proprietary information.
  • Must have flexibility to work some evening and weekend hours during scheduled client activities.
  • Must be drug tested prior to hire and drug test results shall be negative for illegal drug use, including marijuana.
  • Must have TB clearance.
  • Must have certified First Aid and CPR training (including infant CPR).
  • Will not be debarred or excluded from participation in Federal programs by the General Services Administration and/or the Department of Health and Human Services of the Inspector General
  • Must pass background check (Live Scan Fingerprint).
  • Must be able to drive (when needed) for business purposes to other program locations in San Diego County. If employee drives his/her personal automobile for UPAC business, employee must have valid California driver’s license and comprehensive automobile insurance coverage, as required by law.

Additional Preferred Education or Qualifications:

  • Prior knowledge and experience of Drug Medi-Cal Title 22 and SanWITS data systems preferred or
  • Prior knowledge and experience of Cerner data system and Title 9 preferred. and
  • If recovering, must be stable in the recovery process for 2 years.

Job Type: Full-time

Salary: $13.00 to $15.00 /hour

Salary: $13.00 to $15.00 /hour



Union of Pan Asian communities

The mission of the Union of Pan Asian Communities is to improve the general well-being and education of the Asian, Pacific Islander and other ethnic communities of San Diego County. UPAC recognizes the diverse ethnic and cultural identities and strengths of these communities and their need for self-...

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