POSITION DESCRIPTION
POSITION TITLE: Administrative Assistant - Norwalk
Under the direct supervision of the Admin Lead, the Administrative Assistant will:- Greet visitors and clients, directing them to the appropriate staff.
- Answers incoming telephone calls, screens, determines the purpose of callers, and forwards calls to the
appropriate personnel or department.
- Take messages and email messages to appropriate staff, page, or transfer calls to voice mail when staff are unavailable or in the office.
- Assisting with room availability on Outlook calendar.
- Check email frequently and respond or follow up immediately.
- Help with occasional translations with documentation.
- Answers questions about the organization and provides callers with addresses, directions, and other agencies or program information.
- Flexible to work evening hours and Saturdays (schedule subject to change depending on agency needs).
- Open morning shifts and or Close evening shifts.
- Coverage with rest breaks.
- Assist with HYC admin duties as other duties assigned such as:
Creating a new chart for clients
Filing of client charts as needed.
Data entry with telephone intakes and following intake process.
Following incoming and outgoing mailing procedures.
Assist managers and staff with administrative functions.
Competencies: To perform the job successfully, an individual must demonstrate the following:
Superior Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits feedback to improve service; Responds to requests for service and assistance; Meets commitments.
respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments and takes ownership of mistakes.
Interpersonal Skills - Focuses on solving front desk issues, does not place blame; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings.
Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
Quality - Demonstrates accuracy and thoroughness; Applies feedback to improve performance.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Asks for and offers help when needed.
Innovation - Generates suggestions for improving work.
REQUIREMENTS
- Bilingual in Fluent English and Spanish.
- Ability to work evening hours and Saturdays if applicable.
- Must have 2 years or more experience of administrative office skills or customer service.
- Ability to effectively work with people of diverse backgrounds.
- Ability to clearly communicate information and instructions verbally and in a written form.
- Ability to pass a background check, criminal clearance, and TB.
- Valid California driver’s license, current auto insurance, a good driving record, and must be cleared to drive for business purposes by our insurance broker.
Qualifications
PREFERRED QUALIFICATIONS:
- Knowledge of general office procedures and operations.
- Knowledge of computers and Microsoft and Excel program applications.
- Knowledge of Department of Mental Health contracts such as Wraparound, and Outpatient services.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made, if requested, to enable individuals with disabilities to perform the essential functions.
HYC, INC. IS AN EQUAL OPPORTUNITY EMPLOYER. EMPLOYMENT CONSIDERATION IS MADE WITHOUT REGARD TO AGE, RACE, COLOR, RELIGION, GENDER, GENDER IDENTITY, GENDER EXPRESSION, SEXUAL ORIENTATION, MARITAL STATUS, NATION ORIGIN, ANCESTRY, MILITARY OR VETERAN STATUS, INCLUDING PHYSICAL OR MENTAL DISABILITIES OR ANY OTHER LEGALLY PROTECTED STATUS.
Skills Required
- Fluent bilingual English and Spanish communication skills
- Ability to work evening hours and Saturdays as needed
- At least 2 years of administrative office skills or customer service experience
- Ability to work effectively with people from diverse backgrounds
- Clear verbal and written communication skills
- Ability to pass a background check, criminal clearance, and TB screening
- Valid California driver’s license, current auto insurance, good driving record, and approval to drive for business purposes
- Knowledge of general office procedures and operations
- Knowledge of computers, Microsoft, and Excel applications
- Knowledge of Department of Mental Health contracts, including Wraparound and Outpatient services
What We Do
Helpline Youth Counseling (HYC) is a community-based youth and family services organization serving Southeast Los Angeles and Long Beach. Since 1971, it has worked to eliminate barriers to self-sufficiency by empowering local youth and families. HYC provides counseling and related support through telehealth, telephone, in-person, and blended service options, making care accessible across different needs and circumstances for the communities it serves.
