Administrative Assistant

Wage band range $19.00 - $28.00 per hour; however, starting pay is ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity. Bilingual in Spanish, preferred and position is eligible to test for a bilingual pay incentive.

Under the general supervision of the TBS Program Manager and Assistant Director of Community Services, the position is responsible for the management of office functions and administrative support for Casa Pacifica’s Community-Based Programs (CBS) in Ventura County. The Administrative Assistant carries out the mission of Casa Pacifica as it relates to individualized behavioral interventions as needed at a child's home, school, or other community setting.

We are a diverse and inclusive team providing excellent services to all our surrounding communities. Our team members are empowered to share their identities, ideas, and perspectives. A culture built on diversity, equity and inclusivity is essential to creating a safe and healing environment at Casa Pacifica.

DUTIES AND RESPONSIBILITIES (illustrated By Typical Activities)

• Perform administrative operations, including receptionist, clerical, and office support duties. Maintains polite and professional communication via phone, e-mail, and in person.
• Supports with mail runs across agency locations and anticipated administrative needs.
• Maintains schedule and anticipates administrative needs.
• Updates forms and files as needed, including CBS ShareDrive folders. Updates and distributes all program-related paperwork.
• Updates and maintains charts. Duties include scanning documents into the Casa Pacifica EHR system, tracking missing paperwork, tracking DocuSign envelope completion, and assisting with the chart audit process.
• Maintains databases for all CBS programs as needed. Coordinates reports as required and prepares the census report, the Active Client list, and manages the distribution and tracking of monthly follow-up surveys.
• Maintains a sufficient stock of supplies for programs and practices cost-effective approaches towards expenses.
• Assists with the new hire orientation regarding computers, phones, copiers, keys, and cars; provides training and a tour of the building.
• Support with any RFPs, Accreditations, Audits, etc., by organizing documents, creating folders, delivering copies, etc.
• Performs weekly invoices/petty cash reconciliation, reports, and distributions.
• Oversee office systems and communications within the Community-Based Programs, as well as preventative maintenance on all phones, mail, photocopiers, fax machines, and printers.
• Responsible for assuring the needed upkeep (fuel, maintenance, and cleaning) of all location vehicles.
• Helps ensure that the Daily office space (breakroom, activities closet, storage spaces, office supplies, etc.) is organized and kept presentable.
• Organizes/assists with Ventura County program and community-based events, including but not limited to taking minutes at meetings, participating in Community-Based Committees, acknowledging birthdays and anniversaries, and supporting meetings, retreats, and potlucks.
• Maintains confidentiality in all matters within the organization with respect to personnel, operations, and clients.
• Acts as liaison for Daily Dr office with building maintenance needs (coordinates deliveries, office repairs, communication, etc.).
• Uses professionalism in communicating with internal and external customers in effort to follow department/agency needs and goals.
• Performs other duties and projects from time to time.
  
  

EDUCATION And/or EXPERIENCE

• Associate degree (AA), preferred; or equivalent from two-year college or technical school to include emphasis in word processing/administrative support.
• General management experience or equivalent combination of education and work experience.
  
  

Position requires staff must be at least 21 years of age. Completed and cleared Livescan, criminal statement, health screening with TB test. Must undergo a one-hour training which reviews mandatory reporting requirements as per Child Abuse and Neglect Reporting Act (CANRA). This training takes place during pre-service orientation training and periodically thereafter.

CREDENTIALS: Valid California Driver's License with excellent driving record. Use of personal car required; mileage reimbursement. Must have proof of insurance. Must maintain a positive driving record; reports tickets and driving points to immediate supervisor as they occur. Abides by Casa Pacifica travel policy. Must be agency approved driver.

Other Skills And Abilities

• Ability to type 50-55 wpm.
• Ability to use various computer software (Office 365, Word and Excel).
• Bilingual in Spanish is preferred.
• Organizational and secretarial /clerical skills are essential.
  
  

Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence.

Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, percentage and ratios.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

What We Offer

Casa Pacifica strongly believes in providing our employees with a comprehensive and competitive total benefits package that will support them across the many needs that arise in life. In addition to the salary information listed above, employees within this position will also be eligible for the following:

• Comprehensive Benefits package,
• 401k auto enrollment at 3% with up to 5% fully vested employer matching contributions made after first year of service
• 9 paid holidays
• Medical, Dental & Vision Insurance options
• Flexible Spending and Dependent care programs
• Excellent Training opportunities – including opportunities for CEUs
• Education/Tuition Assistance programs
• Group Discount Pet Insurance
• Aflac Hospital, Critical Illness, Accidental & Dental supplemental plan options
• Employee Assistance Program (EAP)
• Free Confidential Crisis Line 24/7, 365 days a year
• 4 face-to-face or telephonic sessions per issue, i.e.,
• Stress, Anxiety, Depression
• Life transitions
• Grief and Loss
• Divorce
• Conflict Resolution
• Substance Abuse
• Work-Life Counseling
• Free Legal and Financial Consultations
• Identity Theft Recovery Services
  

Casa Pacifica is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. All applicants will be given full consideration under state, local, and federal law.