Administrative Assistant II

Who We Are 

Pacific Clinics is California's largest community-based nonprofit provider of behavioral and mental health services and support. Our team of more than 2,000 employees speak 22 languages and are dedicated to offering hope and unlocking the full potential of individuals and families through culturally responsive, trauma-informed, research-based services for individuals and families from birth to older adults. 

Who We Serve 

Pacific Clinics serves children, transitional age youth, families, adults, and older adults. We offer a full range of mental and behavioral health services, foster care and social services, housing, continuing adult education and early childhood education programs to Medi-Cal eligible individuals and families throughout Alameda, Contra Costa, Fresno, Kings, Los Angeles, Madera, Orange, Placer, Riverside, Sacramento, San Bernardino, San Francisco, Santa Clara, Solano, Stanislaus, Stockton, Tulare and Ventura Counties.  

What We Offer 

• The compensation for this position can be up to $27.16 an hour.  Compensation will vary based on qualifications, skills, experience, and geographic location.  The salary range may also vary if you reside in a different location than the location posted.  
• We Offer Medical, Dental & Vision benefits, retirement options, Flex Spending, EAP, and more!   
• Employee engagement and advocacy opportunities to advance our justice, equity, diversity, and inclusion agenda across our Agency and throughout the communities we serve. 

JOB SUMMARY

Scheduled Hours per Day: Monday through Friday from 9am-5pm

Works within the vision, mission and philosophy of the agency, Provides administrative support to staff across programs to ensure information is relayed effectively and administrative tasks are completed to support project completion, program maintenance and interdepartmental communications as assigned. Utilizes and organizes the maintenance of office equipment, provides phone coverage and is responsible for handling and directing communications with both internal and external customers in a professional, efficient and organized fashion.

RESPONSIBILITIES AND DUTIES

1. Demonstrates mastery of Administrative Assistant I job description competencies.

2. As a representative of the agency, provides consistent, effective customer service and maintains appropriate professional communication with members of outside agencies, vendors, youth, and/or families as well as internal customers across programs and departments.

3. Manages and maintains daily calendar, meetings, performs specific work procedure assignments, acts as a liaison between finance and programs, provides reports and data internally and externally as required. 

4. Takes minutes and exercises judgment about what is included.

5. Manages office supply needs, performs routine maintenance on office equipment (toner and paper for fax copier, removing paper jams from fax or copier).

6. Initiates contact and implements defined safety procedures in event of an emergency. 

7. Initiates collaborative participation in the work of committees, task forces and with co-workers to support desired organizational outcomes; provides back up on administrative tasks as requested.

8. Coordinates efforts in and between departments in response to program, facility, finance and or transportation needs when necessary.

9. Ensures compliance with processes for payment, petty cash or mileage reimbursement, purchasing invoices, or credit card statements; meets corporate, regional and department standards regarding assigned tasks, processes and procedures.

10. Maintains knowledge of programs, practice principles and department goals. 

11. Maintains accurate and timely data entry and other clerical practices.

12. Adheres to standards regarding the handling of confidential information.

13. Conducts audits and participates in IS billing documentation comparisons to ensure accurate payment.

14. Develops and streamlines the work processes for purpose of effective and efficient work procedures. 

15. Provides information and supports feedback processes with managers 

16. Performs other related responsibilities, as assigned to support specific department/business needs.

JOB SPECIFIC COMPETENCIES

• Administrative Acumen

• Clerical Skills

• Contributes To Team Performance

• Project Management

• Time Management

CORE ABILITIES

Ability to: 

• Maintain positive work relationships in a respectful and collaborative manner.

• Maintain good communication to ensure others have necessary information.

• Maintain self-initiative, reliability,