Administrative Assistant II

Description

Lutheran Social Services of Southern California began in December 1944 when a group of Lutheran congregations in San Diego came together to discuss how to better assist families in need. They began discussing how to form a Welfare Commission. Their vision expanded when they came together with another group of Lutheran congregations in Los Angeles having the very same conversation. Lutheran Social Services of Southern California was officially incorporated in 1946 as a 501(c)(3) non-profit social service agency. The mission has stayed true to its earliest beginnings, to be a servant to those in need. Today LSSSC serves thousands of individuals and families throughout Southern California with over 70 different programs/services at nearly 20 different locations. We are part of the Lutheran Services in America (LSA) network and strive to serve those in need with dignity and respect.

Lutheran Social Services of Southern California’s Mission: Ignited by faith, we live out God’s love by embracing, equipping and empowering vulnerable people in Southern California.

Essential Duties and Responsibilities include the following. Other duties may be assigned. 

Responsibilities: include the following. Other duties may be assigned.

1. Maintain professional, friendly customer/client service at all times

2. Maintains client confidentiality at all times

3. Answer phones including triaging calls and routing to appropriate staff

4. Provide assistance to walk in clients including triaging calls and routing to appropriate staff 

5. Make cancellation phone calls in the event of staff illness or other unexpected absence.

6. Maintain front desk equipment in working order, 

7. Maintaining front desk supply inventory and ordering appropriately 

8. Make sure front desk is covered by another employee if gone for more than 5 minutes (breaks, vacations etc.) 

9. Keep work area clean and neat.

10. Assist Clinical Area Director with reporting requirements.

11. Order supplies as needed.

12. Complete data entry assigned by Clinical Area Director.

13. Collection and processing of ICMS/CalAIM/CBEST Data for submission; analysis; competency; and billing purposes

· Provide data collection forms and software (i.e., Excel spreadsheets and other software programs).

· Solicit data from line staff in a timely manner each month.

· Compile data according to specific program requirements. 

· Ensure accuracy of data.

· Submit the data to billing to responsible party on deadline so billing is timely.

· Attend all data related trainings.

· Ability and flexibility to with Program Managers to obtain information as needed.

Requirements

Competency:

To perform the job successfully, an individual should demonstrate the following competencies:

• Customer Service - Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

High School Diploma or GED, preferably a bachelor’s degree. At least 4 years experience in Front Desk/Customer service/office management and administration. Empathy and Boundaries Awareness. Excellent Computer skills. Ability to Multi-task and work with different managers.

Language Ability:

Must read, speak and write fluent English. Ability to follow directions, policies and procedures. Excellent verbal and written communication skills. 

Communication: 

Must be able to communicate clearly and effectively with clients and staff. 

Math Ability:

Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, an