Job Description
Job DescriptionDescription:
POSITION TITLE: ADMINISTRATIVE ASSISTANT
PROGRAM/LOCATION: ADMINISTRATION- SAN LUIS OBISPO
POSITION SUMMARY:
The Administrative Assistant is responsible for receptionist duties including answering phones, greeting clients, visitors and staff, and providing information, clerical and logistical support to staff, and “directing traffic” in the busy lobby of our administrative office in San Luis Obispo using a trauma informed approach. This position serves as a point person for questions and information to callers and visitors and helps to ensure efficient operation of the front office. The Administrative Assistant provides administrative support to staff through a variety of tasks, such as filing, birthday and anniversary cards, printing and copying, and running errands among other tasks. The Administrative Assistant works jointly with the Office Coordinator to provide overall support for TMHA Directors and other staff. The Administrative Assistant works to maintain the professional appearance and overall function of the office and helps to monitor the materials/supplies and equipment for the Office Coordinator to order. The Administrative Assistant upholds and promotes the organization philosophy in all duties performed.
HOURS/ SALARY:
Part-time, non-exempt position. 24 hours per week. Anticipated hiring range is $21.00. (Full salary schedule $21.00-$23.00 per hour). Includes a generous individual benefits package that includes critical illness benefits, accident benefits, 403b retirement (with up to a 5% employer match) paid sick time and a variety of helpful employee perks as well.
Employee Perks/ Work Culture:
A few of our helpful employee benefits include membership discounts to various local fitness centers, as well as a voucher to Sycamore Mineral Springs for discounts. We offer years of service gift cards to businesses of your choice. We offer gift cards for walking, biking, or carpooling to work as well as 20% discount for shopping at our Growing Grounds Downtown Store/Nursey/ Farm. We host two employee appreciation events for employees and their families yearly. We practice Trauma Informed Care Principles, Guidelines for Collaborative Conversations, and encourage the use of pronouns. We mindfully promote equality, respect and diversity of race, gender, sexual orientation, religion, ethnicity, national origin, and all the fascinating characteristics that make us different! TMHA is also a pet friendly workplace (upon approval)!
Mission Statement:
Transitions Mental Health Association is a nonprofit organization dedicated to eliminating stigma and promoting recovery and wellness for people with mental illness through work, housing, community and family support services.
ORGANIZATION DESCRIPTION:
Transitions – Mental Health Association is a leading non-profit agency committed to providing comprehensive mental health services and support to individuals and families by inspiring hope, growth, recovery and wellness in our communities. TMHA has decades of experience with teams of compassionate staff. TMHA is a driving force in improving mental health and wellness in our communities and a supportive and inclusive work environment that values diversity and individual contributions.
Responsibilities and Duties:
1. Serves as business receptionist by greeting and screening all incoming staff, clients, guests, and telephone calls. This may include taking or directing messages, as appropriate, and/or answering general and procedural questions, and serving as a central clearinghouse for contact and communication information for the agency. This also includes being the first point of interaction for clients in crisis, assessing and addressing their needs while remaining calm. Responsibility entails, but is not limited, to general knowledge of organizational functions, program operations, and activities.
2. Performs the “Opening” procedures when is the first to arrive and when scheduled to stay until the end of the work day, performs the end-of-day “Close Down” procedures throughout the office. Serves as the backup for Office Coordinator.
3. Provides general and administrative support. Provides clerical and administrative assistance by transcribing and composing a variety of general and confidential correspondence and reports. Creates, types, and mails requested business correspondences, forms, records, documents, and reports in Word and/or Excel. Utilizes Outlook for email, scheduling, and calendaring of events.
4. Assists in maintaining a professional office environment, including front lobby, personal work areas, kitchen, bathrooms, plants, and office appearance. Notifies Office Coordinator or appropriate parties when special cleaning attention is required.
5. Runs errands including laundry, badge pickup, and toner recycling.
6. Assists in the maintenance of the phone systems/copy machines and provides light tech support to various office equipment.
7. Assists with ordering business cards for new employees.
8. Updates birthdays on the events calendar as well as sends birthday cards and prints and displays employee birthday and anniversary signs.
9. In conjunction with the Office Coordinator, performs monthly safety drills and completes the monthly site safety/vehicle checklists.
10. Promote, encourage and maintain trauma-informed practices in all services and activities. Practice and promote, both individually and in team meetings, TMHA’s Collaborative Communication Guidelines in order to facilitate clear, empathetic and person-centered communication.
11. Assumes other duties and responsibilities as assigned by the Office Coordinator.
12. Assists with scheduling vehicle and room reservations on calendar systems.
Job Environment:
1. Moderate, physical activity and frequent driving; may include moving or lifting up to 50 lbs.
2. Involves moderate risks that require safety precautions and the risk of exposure to potentially intense situations.
3. Active, busy, professional environment with frequent spoken and written interaction with colleagues, staff, and community members.
Requirements:
Minimum Requirements:
1. Bachelor’s degree preferred.
2. Two (2) years of front office experience.
3. Proficient in Microsoft Office (Outlook, Word and Excel), Adobe Acrobat, and Canva.
4. Knowledge of TMHA programs.
5. Self-sufficient, initiative and take charge skills.
6. Friendly and welcoming demeanor.
7. Strong interpersonal skills, collaborative work style and oral/written communication skills.
8. Well defined organizational and time management skills.
9. Ability to work independently and flexibly.
10. Ability to handle intense situations, display good judgment and decision-making skills, and remain calm and clearheaded under pressure.
11. Ability to work well within a team and maintain a professional, respectful attitude in the workplace.
12. Ability to be willing to work with supervisor oversight and direction.
13. Ability to mindfully promote equality and respect diversity of race, gender, sexual orientation, religion, ethnicity, national origin and all of the other fascinating characteristics that make us different.
14. Demonstrate the ability to successfully deliver culturally responsive services.
15. Knowledge of the various dimensions of diversity, including mental health, gender, race and ethnicity.
16. Able to deal effectively with a variety of people and personality types regardless of age, ethnicity, race, religion, sexual orientation, gender identity/expression or socio-economic.
17. Reliable attendance is an essential function of this job that requires face-to-face interaction with clients, employees and the visiting public.
18. Must use reasonable precaution in the performance of one’s duties and adhere to all applicable safety rules and practices while acting in such a manner as to assure at all times, maximum safety to one’s self, fellow employees, clients, and other persons contacted through TMHA business.
19. Conditions of employment include:
• Ability to possess and maintain good physical and mental health.
• Must be at least 18 years of age; possess a valid CA Driver’s License, minimum of 2 years driving experience, reliable transportation, proof of auto insurance, and DMV driving record that meets TMHA’s current vehicle insurance requirements. May be required to utilize personal vehicle and auto insurance.
• Must comply with a TB assessment (possibly a TB test if needed to confirm a negative tuberculosis result) and receipt of a criminal record clearance through fingerprinting.
• Must be able to successfully complete First Aid and CPR training (offered by TMHA).
Physical Demands:
1. Seeing
2. Hearing
3. Speaking
4. Stooping/Bending
5. Moving around office
6. Moving between offices/clients
7. Driving
8. Climbing
9. Lifting/carrying heavy items
10. Computer use
11. Pushing/pulling/dragging items
12. Standing for long periods
13. Working outside
14. Using hands/fingers