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Residential Administrative Assistant

**Work schedule is Monday – Friday 9:00am – 5:30pm**

Pay rates for Union positions are set in the Collective Bargaining Agreement with SEIU Local 521. Each position has a total of six steps, Step 1 (entry level) through Step 6 (15 years of employment with the organization). Union staff are promoted from Step 1 to Step 2 upon their one-year anniversary. The current Step 1 rate for this position is $31.52/hr, and the current Step 6 rate for this position is $34.80/hr.

We offer a competitive package of employee benefits for 30 to 40-hour week positions. You will receive a defined contribution amount of up to $15,433.08 per year (prorated for part-time employees working less than 40 hours per week) to purchase the benefits of your choice on a cafeteria plan basis. Any amount of this defined contribution not used towards your benefits will be paid to you as taxable earnings. We offer a retirement plan with a generous employer match starting at 4% after one year of employment. Our paid time off is also more generous than many employers with vacation time accruing up to 25 days per year, 6 days of sick time per year and 12 paid holidays.

The benefits offered in our cafeteria plan are as follows:

Medical benefits –Kaiser-ranging from $0 Deductible Plan with $15 Copay to $,3400 Deductible Plan with Health Savings Account. Sutter Health plans are also available from $0 Deductible Plan to $2,500 Deductible Plan.
Dental benefits –Guardian: 1 dental HMO and 2 PPOs
Vision benefits – 2 options from Guardian VSP: a standard vision plan and an enhanced vision plan

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Provide administrative support functions for supervisors, professional staff, and clients, with emphasis on residential programs in the department, as well as incidental support not listed here. Duties may include any or all of the following:*
- Address internal and external requests for customer services, both by telephone and in person; gather information; process routine information and/or inquiries on activities, processes, policies and procedures, and take immediate actions to resolve customer needs or make referrals to service staff, other service providers, or appropriate external parties; clarify concerns, obtain information, and ensure the quality and accuracy of service delivery and data generated; interface with clients.
- Facilitate and deliver communications through email, voice mail, inter-office and external mail and courier, phone call answering and appropriate routing, copying and faxing; maintain office machines.
- Investigate matters of concern; identify and resolve problems; review and compare documents; track and follow-up on any action items.
- Maintain program registry databases and various spreadsheets by entering heavy amounts of data in a timely manner; prepare and run reports and billings for MediCal and other insurance providers; create, prepare, and produce hard copy and computerized documents, spreadsheets, and correspondence from prepared copy, rough draft, and other sources.
- Create, update, and maintain medical charts and files according to company protocols and archive appropriately and in an orderly and timely manner; route when and where needed; follow up on lab results; other filing and record keeping systems, schedules, rosters, and databases.
- Track the stages of completion for submitted documents and charts, i.e., initial submittal, revisions, final approved version, reviewing, comparing, and following up on documents.
- Prepare purchase orders, requisitions, and work orders; interface with vendors in person and on the phone; order supplies; keep accurate expenditure records, which may include credit card, gift card, and petty cash issuance or usage.
- Run errands and make interdepartmental and off-site pickups and deliveries using personal or agency vehicle.
- Participate in management of team/program discretionary resources available to meet client needs; perform special projects.

OTHER DUTIES AND RESPONSIBILITIES:

Attend community, agency, and team trainings, meetings, and events.

KNOWLEDGE, SKILL, AND ABILITIES REQUIRED: (E = Essential; D = Desired)

High School diploma GED, or equivalent education and a minimum of one year (E) or two years (D) of responsible, full-time experience in a secretarial or clerical capacity; Associate’s degree or graduation from a recognized Business School or a related field. (D)

Proven typing speed of 40 net wpm (E); 50 net wpm (D); and computer literacy, including ability to use MS Office applications—Word; Excel; Outlook—and Windows-based databases at an intermediate level (E); familiarity with UNIX-based databases. (D)

Effective oral and written communication skills, including appropriate English grammar, spelling and punctuation; legible handwriting or printing; proof and edit others’ and own work. (E)

Demonstrated task management and execution skills and the ability to:
- Coordinate more than one task and be flexible; maintain timelines and deadlines; (E)
- Adapt to changing systems, methods, and environments; (E)
- Stay calm and reassuring in stressful situations and with agitated individuals in person and on the phone; (E)
- Work with minimal supervision and demonstrate resourcefulness in completion of tasks; (E)
- Recognize, investigate, troubleshoot, and resolve problems; (E)
- Respect and maintain confidentiality; (E)
- Work effectively with persons of different value systems, ethnicity, cultural backgrounds, language capabilities, and disabilities; (E)
- Exhibit exemplary customer service, compassion, and care in the execution of all duties and interactions. (E)

Special Requirements: Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Momentum practices. (E)

A valid California Driver License, with access to a reliable vehicle/for driving a company vehicle, current proof of auto liability insurance, and a clean DMV record. (D)

Physical requirements needed to perform the essential functions of this job, with or without accommodation: (E)
- Hearing and talking on telephone and in person; standing, walking, sitting, pinching and finger flexion are required constantly (over 2/3 of the workday); (E)
- Lifting, carrying, pushing, pulling, bending, stooping, crouching, kneeling and twisting are required occasionally (under 1/3 of the workday); (E)
- Balancing, climbing and crawling are generally not required.

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