Administrative Assistant

About Us: Caminar is a leading behavioral health organization that supported over 48,000 youth and adults across six counties in Northern California and the San Francisco Bay Area last year. ​
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Caminar's mission is to build strength and stability through comprehensive mental health and substance use treatment and wrap-around services delivered through evidence-based, whole-person care. The organization was founded in 1964, and our vision is to be a BEACON of SAFETY, COMPASSION, and FULFILLMENT, supporting all those in our communities who need it most.

Caminar values diversity. People of all races, ethnicities, countries of origin, faiths, abilities, sexual orientations, and gender identities are welcome here. To learn more, please visit www.caminar.org.

Position Summary: Under the supervision of the Program Director, the Administrative Assistant supports the CCM team by providing wide-ranging administrative tasks such as client, visitor and phone reception, data entry, file management and other office duties.

Essential Duties & Responsibilities:

• Greet, welcome, and announce visitors. Notify staff members when their appointments have arrived. Ensure clients and visitors are accompanied by staff when entering the office areas. Monitor waiting room area and client traffic.
• Answer a multi-line phone system and properly route incoming calls in a professional, courteous, and helpful manner.
• Timely and accurate data entry of HIPPA protected client documentation into county electronic health record database.
• Triage client calls and forward to appropriate staff.
• Maintain master calendar of client appointments for medical staff.
• Maintain master calendar of conference and therapy rooms
• Maintain the master calendar of vehicles and assist with the distribution of vehicle keys, placards, and gas cards as needed. Support vehicle upkeep by helping ensure they remain clean, well-maintained, and properly supplied.
• Lead morning wellness meeting and update Wellness Database as needed
• Ensure that office equipment (e.g., copier, fax machine) is properly stocked, maintained and clear of PHI daily.
• Work collaboratively with a team of administrative staff, supporting the efforts and needs of other departments, providing assistance in a team-oriented approach.
• Maintain the appearance, upkeep and general organization of the departments, kitchen, and conference room.
• Perform general office duties such as typing, flow of correspondence, filing, requisition of supplies, faxing, etc. Receive, respond, and initiate electronic mail; take, maintain and distribute meeting minutes.
• Participate in planning, preparing for and organizing special events.
• Participate in and/or complete training as assigned.
• Drive own or agency vehicle to meetings and other venues, as required; documenting and reporting mileage according to agency procedures, so that services can be provided in a timely manner; comply with agency vehicle policy at all times.
• Participate in promoting a safe, healthy and clean working environment at all times consistent with applicable laws, industry standards and the agency’s own Health & Safety Program.
• Complete and submit accurate time sheets and absence reports to program management in a timely manner.
• Actively nurture and advance the cooperative, harmonious and teamwork-oriented environment Caminar strives to promote within the workplace; Through daily efforts and presentation promote an atmosphere of dignity and respect in line with the organization’s mission, philosophy, policies and procedures.

Perform other related duties, responsibilities and special projects as assigned

Qualifications & Skills:

• Must be passionate about Caminar's mission.
• High School Diploma or GED is required. Bachelor's degree strongly preferred. Absent a BA, must have prior office or reception experience or possess an AA.
• Must have prior experience working with individuals with mental health disorders and/or disabilities.
• Excellent computer skills in a Microsoft Windows environment including email and Internet navigation required. Experience with Human Service Information Systems strongly preferred. Experience with web-based time and attendance and staff training and development system is strongly preferred.
• Ability to maintain a high level of confidentiality, a professional demeanor and to represent the organization in a positive manner at all times. Must demonstrate acceptable level of maturity, good judgment, and emotional stability.
• Problem solving—identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
• Customer Service—manages difficult customer situations, responds promptly to customer needs and solicits customer feedback to improve service.
• Oral and written communication—speaks clearly and persuasively in positive or negative situations; Completes formal written communications skillfully and professionally.
• Quality management—looks for ways to improve and promote quality and demonstrates accuracy and thoroughness.
• Planning/organizing—prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
• Adaptability—adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events. Ability to act quickly and appropriately in emergency situations.
• Dependability—is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance. Consistently engages forward thinking by completing tasks before asked.
• Safety and security—actively promotes and personally observes safety and security procedures, and uses equipment and materials properly.
• Must be a dynamic self-starter with demonstrated ability to work independently on special projects.

Position Requirements:

• Physical: Occasionally required to push/pull objects up to 50 lbs., and to lift/carry objects up to 25 lbs. Frequently required to perform moderately difficult manipulative tasks such as typing, writing, etc. Must be able to walk, stand, and sit for extended periods.
• Sensory: Frequently required to read documents, written reports, and plans. Must be able to distinguish normal sounds with some background noise, as in answering the phone, interacting with residents and staff, etc. Must be able to speak clearly and understand/be understood using the English language.
• Cognitive: Frequently required to concentrate on moderate detail with constant interruption. Must be able to attend a task/function for 20-45 minutes at a time. Frequently required to understand and relate to specific ideas, several at a time. Must be able to remember multiple tasks/assignments given to self and others over a period of several days.
• Environmental Conditions: Frequent exposure to varied office and mixed (residential/office) environments. Occasional exposure to toxins and poisonous substances, dust, and loud noises.
• Equipment: Frequently required to use a computer, phone, and fax machine.

Essential Requirements:

• Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Caminar practices.
• This position may require limited, occasional, or frequent driving.  If required, a valid California driver license, a reliable personal vehicle, and current personal auto insurance is required by law.  In addition, an MVR sufficient to obtain and maintain insurability under agency auto liability policies are all essential job requirements.
• Must be able to pass post offer, pre-employment medical and drug tests as required under State Community Care Licensing regulations and/or agency policies.
• If applicable, a personal cell phone with reliable service and a data plan to use for business purposes.
• May be required to obtain and maintain First Aid and CPR certification.