Administrative Assistant

Description

Position Title: Administrative Assistant

Program: Navigation and Support Services

Position Summary

The Navigation and Support Administrative Assistant is responsible for program support duties, including coordinating client referrals and intakes to help support the Assistant Program Manager, administering surveys for QA, keeping resource materials up-to-date, and providing assistance to help cover walk-ins. The Navigation and Support Administrative Assistant supports staff through various tasks, such as petty cash management, mileage completion and submission for program staff, event's due lists, and quarterly training requirement reminders for staff. The Navigation and Support Administrative Assistant works jointly with the Program Manager and Assistant Program Managers to support the Navigation and Support program staff using a trauma informed approach. The Navigation and Support Administrative Assistant works to maintain the program's professional appearance and overall function, helps monitor the materials/supplies and equipment, and consults with the program manager to order needed supplies. The Navigation and Support Administrative Assistant upholds and pro­motes the organization's philosophy in all duties performed.

Hours/ Salary

Full-time, non-exempt position. 40 hours per week. Anticipated hiring wage is $22.00 per hour. Includes a generous individual benefits package that includes health, dental, vision, life, 403b retirement (with up to a 5% employer match) paid vacation/holiday time, paid sick time and a variety of helpful employee perks as well.  (*Full Salary Schedule $21.00-$23.00 per hour).

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 a support to the program by starting  initial contact with referrals, completing intakes, and entering primary      information into the correct EHR, and communicating the referral to the Assistant  Program Managers for assignment to navigators.
2. Works with the manager and assistant  managers  to support the  coordination of staff meetings, training, and other events as needed by   the program.
3. Tracks events due, training, and  timesheet completion, sending reminders to ensure staff comply. 
4. Ensures mileages are turned in on time  and correctly tallied for the manager's signature.
5. Manages petty cash withdrawals and  receipts while maintaining and balancing the log sheet as needed.
6. Administers surveys for programs and  enters them into SurveyMonkey. 
7. Helps delegate tasks to  interns/volunteers.
8. Assists the PAAT assistant in helping  with meetings, events, and outreach
9. Creation of flyers, forms, and content  in Canva to help support the program
10. Assists the manager in tracking staffs  process through peer certification. 
11. Provides support with walk-ins when no other  navigators or support team members are available. 
12. Participation in the Safety committee as  needed. 
13. Promotes,  encourages and maintains 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. 
14. All other duties as assigned.

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 

High School diploma and 6 months experience in an administrative setting. Proficient in Microsoft Office (Outlook, Word and Excel), Adobe Acrobat, and Social Media web platforms. Knowledge of Canva preferred. Self-sufficient, initiative and take charge skills. Friendly and welcoming demeanor. Strong interpersonal skills, collaborative work style and oral/written communication skills. Well defined organizational and time management skills. Ability to work independently and flexibly. Ability to handle intense situations, display good judgment and decision-making skills, and remain calm and clearheaded under pressure. Ability to possess and maintain good physical and mental health. Ability to work well within a team and maintain a professional, respectful attitude in the workplace. Ability to be willing to work with supervisor oversight and direction. Reliable attendance is an essential function of this job that requires face-to-face interaction with clients, employees and the visiting public. 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. Demonstrate the ability to successfully deliver culturally responsive services. Knowledge of the various dimensions of diversity, including mental health, gender, race and ethnicity. 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. 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. Conditions of employment include: Must be at least 18 years of age; possess a valid CA Driver’s License, minimum of 2 years driving experience and DMV driving record that meets TMHA’s current vehicle insurance requirements. May be required to utilize reliable 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