Senior Administrative Assistant

Role: Senior Administrative Assistant

Reports to: Senior Director, FSP

Program: 1303- FSP 

Department: Mental Health

Location: Wellness Center - 345 S. San Pedro Street, Los Angeles, CA 90013

Setting: 100% Onsite

Schedule: Monday - Friday, 8am - 4:30pm

Status: Full-Time/Non-Exempt/Non-Management

Benefits: Medical, Vision, Dental, Life Insurance, 403(b) Retirement plan, Employee Assistance Program (EAP), etc.

Openings: 1

SUMMARY:

The Senior Administrative Assistant will be responsible for supporting in the central functioning of Wellness Center, mental health clinic. Will ensure building policies and procedures are maintained, coordinating logs and reports to be submitted per agency and DMH expectations, maintaining communication with IT and Facilities department, and supporting Medication Supportive Services Process.

Essential Duties and Responsibilities: 

• Maintain good will and provide exceptional customer service for all visitors, clients, callers and staff.
• Coordinate service connection between treatment staff, clients, and psychiatrist.
• Use and maintain record keeping system, including electronic health record, calendars, and other funder-required logs.
• Overlook maintenance of intake and treatment-related documentation for staff and clients.
• Collect and enter outcome measurement assessments into Department of Mental Health database.
• Manage Annual Consumer Perception Survey process.
• Overlooks building maintenance needs, manages building and facilities requests.
• Manage ordering office and program supplies for Wellness Center.
• Coordinates with IT department on all office equipment.
• Manage office supplies inventory and place orders as necessary.
• Assist with developing office policies and procedures, and ensure they are implemented appropriately.
• Provide support in area of Medication Support Services including but not limited to assisting with managing psychiatrist schedule, keeping supplies ready by inventorying stock, managing medical related documentation.
• Provide other administrative support as necessary.

Qualifications:

• 3+ years’ experience in administrative work
• Significant experience with office management and daily operations
• Strong verbal and written communication skills
• Good practical experience with MS Office, Outlook, and Excel
• Detail oriented with excellent time management, organization, verbal, and interpersonal skills
• Able to read and write in English

Preferred Qualifications:

• Bilingual in Spanish a plus

Work Environment:

• Mostly indoor desk assignment
• Will necessitate working in busy and loud environments
• May be exposed to elements like cold, heat, dust, noise and odor
• May need to bend, stoop, twist , sit for extended periods of time