Lead Administrative Assistant

The Administrative Assistant assists COO, CPO, and FSP Program Directors with the administrative activities and coordinates various administrative processes and projects. The Administrative Assistant is generally the lead administrative support position in the departments. This position provides the full range of administrative support activities for the Program Directors and generally has responsibility for several established and ongoing complex and/or difficult processes unique to the department, in addition to general administrative support for the department.

Position Competencies:

• Advanced knowledge of Microsoft Office (PowerPoint, Excel, Outlook) and Google Workspace applications
• Advanced clerical/administrative skills including personal computer skills and working knowledge of contemporary general office methods
• Excellent organizational skills to manage projects and strong attention to detail
• Strong writing, spelling, grammar, editing, and proofing skills
• Knowledge of clerical procedures and systems such as recordkeeping and filing

Position Requirements:

• Must have a High School Diploma or equivalent
• Must be able to pass California State Department of Justice criminal background investigation and fingerprinting
• 2-4 years of experience in a clerical/administrative role preferred

Primary Duties:

• Under the direction of the COO, updates the staff productivity spreadsheet daily to track staff completion of notes and productivity percentages.
• Ensures there are current adequate forms for the program staff to use and make certain these forms are readily available in the designated place.
• Develops, maintains, and reviews forms, databases, spreadsheets, logs, schedules, and other records to support work processes.
• Supports other administrative staff with covering in times of absence and/or breaks. Answers phones in a professional manner and routes calls as necessary.
• Assists with coordinating the work of other staff members to ensure timely completion of work and to ensure that records are complete and accurate; provides training to assigned office personnel as assigned by the position.
• Reviews and tracks all dis-enrollments and transfer request(s) submitted by staff.
• Ensures all inactive clients’ program is closed in the EHR and coordinates with the management team and staff to resolve any issues with closing the program.
• Conducts quarterly reviews of all open cases in SRTS 1.0 and 2.0 to ensure the agency’s active client roster is accurate.
• Monitors and updates the active client roster in real time to ensure staff caseloads are accurate.
• Meets weekly with the COO and provides weekly updates informed of all administrative aspects of the program in a timely manner. Ensures all FSP unique protocols are being qualitatively followed and reports to COO any discrepancies of established administrative systems.
• Analyzes and makes recommendations on administrative processes.
• Runs the IBHIS errors report in the EHR and coordinates with the management team and other staff to resolve IBHIS errors in a timely manner.
• Attends and participates in all pertinent SCHARP, BAFMA, and relevant County meetings.
• Assumes other duties as assigned by the COO.

Environment/Working Conditions:

• Routine duties involving interacting with a variety of individuals within the agency, clients, and the community
• Daily functions which may include exposure to clients’/family members from various ethnic, cultural, and socio-economic backgrounds, with communicable diseases and some may be prone to violence
• Strives to be flexible and adapt to change
• Seeks opportunities to facilitate change and encourages others to do the same
• Maintains a constructive and positive outlook
• Travels to site locations and outside locations as needed or requested
• Position requires driving, a valid driver’s license, a motor vehicle clearance, and proof of insurance is required and must be maintained throughout employment.  Additional regulatory, contractual, or local requirements may apply.