Administrative Assistant (141)

Hillsides is dedicated to healing children and young adults, strengthening families, and transforming communities through quality comprehensive services and advocacy. 

In exchange for your skill and experience, Hillsides offers an excellent benefits package, which includes:

  • Competitive salary
  • Medical insurance  with a $10 premium per paycheck for employee only coverage plan
  •  Dental insurance 100% employer paid for HMO employee only coverage plan
  • Life and AD&D insurance 100% employer paid up to two times the annual salary
  • Flexible Spending Account with $500 roll-over limit
  • 401 k with no wait period, 5% employer match cap and no vesting schedule
  • 12 paid holidays per year and generous paid time off policy accruing up to 22 days off annually
  • Bilingual stipend of $2,000 or $4,000 for applicable positions

ESSENTIAL FUNCTIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Other duties may be assigned.

The essential functions include:

  • Assist with maintaining the key card tracking program and provide data as needed
  • Manage the ordering, receipt, stocking and distribution of office and household cottage supplies
  • Assists Sr. Director of Operations with data and web based programs associated with National School Food Program as needed
  • Assists Maintenance Supervisor to interpret oral and written communications with maintenance and custodian staff
  • Assists Sr. Director of Operations with Geotab vehicle monitoring and/or reporting as needed
  • Screen and direct incoming telephone calls, provides answers to routine inquiries and/or refers them to other personnel
  • Greet guests and directing to appropriate departments, processing mail and deliveries for distribution, calendar room reservation
  • Maintain the front office, storage room, mail and lobby area
  • Process incoming and outgoing mail, deliveries
  • Manage room reservation calendar
  • Maintain records and files, provide clerical and procedural support as needed
  • Assist with creating and maintaining documents: such as, phone roster, student meal rosters, meal count forms, manuals, letters, invoices, reports, data sheets
  • Assist gathering and organizing information in preparation for audits, reports, etc.
  • Able to work evening hours and weekends
  • Assists with following up with vendors, requests, invoices, cancellations
  • Perform errands, deliveries and other non-client driving assignments
  • Assist with ID badges log
  • Other duties as required

SKILLS AND ABILITIES REQUIRED TO PERFORM THE ESSENTIAL JOB FUNCTIONS:

Communication Skills and Abilities:

  • Ability to effectively present information and respond to questions from staff, children, and the general public
  • Ability to read, analyze and interpret office documents
  • Ability to observe and follow Hillsides policies relating to confidentiality

  Mental/Interpersonal Skills and Abilities:

  • Excellent customer service skills
  • Good knowledge of English, grammar, spelling and punctuation.
  • Ability to type accurately and proficiently.
  • Ability to set up and maintain filing systems.
  • Ability to work independently and with others ? including other employees, clients and members of the public -- in face-to-face and telephonic contexts
  • Ability to multi-task, establish priorities and manage time, meet deadlines and perform duties under time constraints
  • Ability to be flexible and adapt to changing work demands
  • Maintain high level of concentration and attention to detail for extended periods of time
  • Demonstrated ability to respond to a wide range of inquiries in a tactful and courteous manner.
  • Demonstrated ability to perform duties with minimal supervision and to exercise greater judgment.
  • Excellent organizational abilities

Physical Skills and Abilities:

  • Ability to talk and hear in order to give and receive information and instructions
  • Ability to stand, walk, sit, use hands to finger, handle or feel objects, tools or controls
  • Ability to reach with hands and arms
  • Ability to use computer keyboard approximately 50% of the day
  • Visual acuity, ability to adjust focus and peripheral vision for work including administrative, clerical and office machine operation

Equipment and Computer Software Skills and Abilities:

  • Computer literate (proficient n Microsoft Word, Excel, Outlook and PowerPoint)

  • Able to operate office equipment, including telephone system, card access system, fax machines, photocopier machines, calculators, adding machines, postage machine, personal computers and terminals

    WORK ENVIRONMENT:

  • Regularly work indoors and outdoors in a variety of environments
  • Potential exposure to blood borne pathogens

EDUCATION, EXPERIENCE & CERTIFICATES

  • High School Diploma, AA Degree preferred
  • Previous related administrative experience
  • Bilingual in Spanish required (written and oral)
  • Must be available to work weekends
  • Valid California driver's license, driving record and personal vehicle insurance acceptable to Hillsides' insurance carrier

CQI STATEMENT

Every employee has the opportunity and responsibility to participate in one or more activities each year that support the continuous quality improvement (CQI) of Hillsides' programs & services.  Activities might involve membership on a CQI committee or work group, service as a peer reviewer, data collection for CQI and evaluation purposes, completion of CQI questionnaires and surveys or participation in focus groups, or other activities as identified by CQI committees or work groups.

TRAUMA INFORMED CARE (TIC)

Hillsides practices Trauma Informed Care (TIC) principles which recognizes the signs, symptoms, and widespread impact of trauma; Employees are asked to comprehensively integrate knowledge of Trauma Informed Care into policies, procedures, and practices with the goal to prevent re-traumatization which promotes healing of families, youth, individuals, and communities.

OSHA CATEGORY:

This position performs tasks that may involve exposure to blood, body fluids, or tissues.  All Hillsides employees are offered the opportunity to receive the Hepatitis B vaccination series.

Hillsides is an Equal Opportunity Employer