Administrative Assistant

About the position

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.

Responsibilities

• 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.
• Works with the manager and assistant managers to support the coordination of staff meetings, training, and other events as needed by the program.
• Tracks events due, training, and timesheet completion, sending reminders to ensure staff comply.
• Ensures mileages are turned in on time and correctly tallied for the manager's signature.
• Manages petty cash withdrawals and receipts while maintaining and balancing the log sheet as needed.
• Administers surveys for programs and enters them into SurveyMonkey.
• Helps delegate tasks to interns/volunteers.
• Assists the PAAT assistant in helping with meetings, events, and outreach.
• Creation of flyers, forms, and content in Canva to help support the program.
• Assists the manager in tracking staffs process through peer certification.
• Provides support with walk-ins when no other navigators or support team members are available.
• Participation in the Safety committee as needed.
• 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.
• All other duties as assigned.

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.
• 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).

Benefits

• 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.
• Membership discounts to various local fitness centers.
• Voucher to Sycamore Mineral Springs for discounts.
• Years of service gift cards to businesses of your choice.
• Gift cards for walking, biking, or carpooling to work.
• 20% discount for shopping at our Growing Grounds Downtown Store/Nursey/Farm.
• Two employee appreciation events for employees and their families yearly.
• Pet friendly workplace (upon approval).