Administrative Assistant - SFMTA

Overview

This is a full-time position (40 hours per week) located at the San Francisco Municipal Transportation (SFMTA) Agency within their Peer Assistance Program (PAP). This program provides confidential support to SFMTA employees who are struggling with substance abuse, work or other life stressors.

The Administrative Assistant’s primary responsibility is to be present in the office to answer phones and greet walk-in clients so customer service skills, reliability and attendance are key.

Please note that although this position serves SFMTA employees, the Administrative Assistant will be an employee of Uprise Health.

This is currently a hybrid position. You must be located in the San Francisco, CA area. The official hours are 8:30am-5pm in the office. The office location is 949 Presidio Ave in San Francisco, CA.

Annual Salary $25.49 - $25.97 per hour

 Essential Duties and Responsibilities:

• Answer all calls that come in during the business day and direct them appropriately.
• Greet any walk-in employees and secure a Peer Assistant to help them.
• Create, manage and review calendar for scheduled events and presentations. Send out reminders to Peer Staff for upcoming events.
• Check in with peers and Program Manager for daily tasks.
• Forward all calls to the Peer Assistant On Duty at the end of the business day.
• Create and lead agenda during weekly staff meetings, following through on action items.
• Biweekly, monthly, and quarterly reporting on Peer Assistance Program data.
• Reviews Peer Staff’s timesheets for accuracy, approval, and submission.
• First point of contact for the Crisis Response Program. Collects the employee’s information, and coordinates alert to EAP to secure transition of care to Claremont.
• Coordinates monthly safety meetings.
• Order supplies monthly.
• Respond to emails in a timely manner. Respond to all email inquiries by end of business day, even if it is to advise that further action and response will be forthcoming.
• Answer main phone line:
  • Take messages
  • Refer TMC/Central Control critical incident calls to peer on duty. Ensure that the information includes:
    • Operator ID number (also called cap number); name if available Bus line/location
    • Location of employees
    • Name and phone number of inspector responding to the event
    • Immediately notify the peer on duty and give all details in writing
  • Support staff in completing their administrative tasks; this may include conducting research on the internet or making phone calls to resources in the community.
  • Transfer phone to peer on call during scheduled breaks, remove call-forwarding upon return.
  • Maintain office equipment in working order, i.e. refill paper in copier.
  • Transfer main phone line to peer on call at 5:00pm.
  • Collect, assemble and aggregate raw data from Peer Staff to compile a monthly report. This requires knowledge of EXCEL and WORD programs.
  • Assist Wellness Team with monthly mailer; this may include stuffing envelopes and printing letters.
  • Assist in organizing and assembling Peer Connections Newsletter bi-annually.
  • Assist in organizing annual Peer Open House.
  • All other duties as assigned.

• Strong customer service skills.
• Reliable and consistent attendance of 40 hours per week; from 8:30am to 5pm daily.
• Able to create, manage and edit calendar in Outlook.
• Able to create, manage and edit Excel spreadsheets.
• Strong research skills including online navigation and making phone calls to outside resources.
• Has a strong sensitivity and understanding of different cultures and communication styles in the workplace.

Working Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly works near office equipment (telephone, computer) and other employees. The employee works in normal office conditions where there is no physical discomfort due to temperature, dust, noise, etc. Verbal and written communication, telephone usage, filing, sitting, typing, driving, reading and carrying required to perform the essential functions of this job.