Administrative Assistant

Summary

Under the supervision of the Gardena Coordinator, the primary responsibility of the Outpatient receptionist is the orderly operation of the reception area including receiving, answering, and routing telephone calls, assisting with the scheduling of intake appointments and track referral sources; processing incoming and outgoing mail, providing information about outpatient treatment services, providing support for the treatment team, and performing clerical duties as directed.

Role and Responsibilities

1.MANAGE THE ORDERLY OPERATIONS OF THE RECEPTION AREA (70%)

• Answer and route, as appropriate, all incoming calls to the appropriate Staff
• Take complete and accurate messages for staff that are not available to accept calls
• Assist and coordinate intake appointments as needed
• Document and maintain data on all intakes and referrals; outcomes
• Provide information about Outpatient treatment services
• Greet all visitors and customers entering the office in a courteous manner and notify the appropriate staff
• Ensure all staff, visitors, and customers sign in and out log.
• Ensure that guests and customers wait only in the designated areas
• Provide support for the treatment team as needed

2. MANAGE THE OPERATIONS OF THE RECEPTION ACCORDING TO THE RECEPTION MANUAL (15%):

• Ensure that the reception area is maintained in a neat and orderly manner
• Ensure that the hallway and reception bulletin boards are updated and maintained
• Ensure that outreach materials in the display board are always available and replenished when gone
• Ensure that any package that is received is immediately delivered to the addressee or removed from reception.
• Ensure that Health and Safety manuals are properly maintained and available during an emergency

3. PERFORM CLERICAL TASKS AS DIRECTED, INCLUDING (15%):

• Process incoming and outgoing mail
• Assist Unit with creating check request and charge reports
• Assist with monitoring spending logs
• File and maintain daily in/out sign in logs
• Perform other related clerical duties as directed
• Additional duties as assigned
• Regular work schedule may need to be adjusted for specific situations as dictated by program needs.

Qualifications and Education Requirements

• Two-years of college education related to field or equivalent work experience related to position. Demonstrated knowledge and skill in computer operations.
• Skill and ability to communicate effectively and accurately over the telephone and in writing. Good command of basic English for written or oral communication.
• Ability to handle multiple tasks with frequent interruption.

Preferred Skills

• Bilingual or bicultural capabilities with Los Angeles County threshold languages: Arabic, Armenian, Cantonese, Farsi, Urdu, Khmer (Cambodian), Korean, Mandarin, Russian, Spanish, Tagalog, Vietnamese, and other Chinese languages.
• Experience with answering multiple phone lines. Computer knowledge PowerPoint, word, excel Knowledge of substance abuse treatment.

General Requirements and Knowledge, Skills, and Abilities (KSA's):

• Permanent resident or U.S. Citizen; proof of work eligibility upon hiring.
• Ability to get along well with others, be punctual, pleasant, and tactful with professional appearance and conduct.
• Ability to establish and maintain effective working relationships with supervisors, coworkers, clients and their families, community organizations, and the general public.
• Ability to be culturally competent of age groups, gender identity, sexual orientation, spiritual beliefs, socioeconomic status, and diverse cultures.

Physical Requirements:

Light Duty

Must be able to remain in a stationary position 50% of the time, which includes repetitive data entry with computers. The position frequently communicates with customers and/or coworkers and must be able to exchange accurate information in these situations. This class is intended for positions requiring light physical effort, which may include occasional lifting to a 10-pound limit, and some bending, stooping, or squatting and occasionally ascends/descends ladders and staircase.

AADAP, INC. IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER AND ADHERES TO HIRING PRACTICES IN ACCORDANCE WITH FEDERAL AND STATE REGULATIONS

Pay: $20.19 - $22.29 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person