ESSENTIAL FUNCTIONS: Under the supervision of the Napa Sonoma Clinical Director, the Administrative Assistant is responsible for various administrative, support and clerical duties for Progress Foundation’s Napa and Sonoma Programs. This position provides support to the Napa-Sonoma Clinical Director, Program Directors and Assistant Directors in the Napa and Sonoma programs. Specific essential job functions include negotiating several flights of stairs during each work shift and the following:
Basic administrative duties include: Draft memoranda, letters, and other correspondence, answer phones and take messages as assigned, design and maintain filing system, maintain supplies in program service area, photocopy, file, and perform other general secretarial duties as assigned.
Clinical Administrative functions include: Process and file CCL incident reports and Napa County Quality of Care Reviews in coordination with the Napa County Compliance regulations. File and maintain program files. Manage the Napa County Compliance annual submission process and paperwork.
Other administrative duties include: Schedule meetings, prepare minutes of meetings, and host meetings as assigned, including initial phone contacts, sending notices, setting up and scheduling the meeting place, acquiring refreshments, and other related tasks. This includes coordinating first aid/CPR training for program staff. Act in the role of an human resources coordinator for the Napa and Sonoma programs by assisting in the recruitment process, assisting with the new hire process, coordinating pre-employment and employment related documents, communicating with agency administrative offices regarding employment issues, sending forms and supporting documents to agency administrative offices in a timely manner, and maintain and update employment files dept in the Napa and Sonoma programs. Establish and maintain computer systems including word processing, e-mail, database and spreadsheet operations. Establish and maintain telephone communication systems in the Napa programs. Update Progress Foundation policy manual and address questions from Leadership Staff regarding the policy manual Serve as a role model for positive employee relations and professional functioning Develop and maintain productive relationships with agency staff, as well as with other personnel associated with funding sources and other providers Comply with all applicable federal, state and local governmental laws and regulations, the agency Code of Ethics, and all other agency policies and procedures. Perform other related duties as assigned by the Director of Clinical Services, including but not limited to, meeting attendance, preparation of reports, and completion of special projects.
Bachelor’s Degree, Extensive experience may be substituted for the degree requirement.
At least two (2) years experience performing administrative assistant or advanced secretarial duties preferred.
Bookkeeping experience preferred.
Strong organizational skills.
Demonstrated ability to write clearly and concisely and to communicate professionally both in person and, on the telephone.
Working knowledge of general office practices and procedures.
Strong data entry and proficiency in Microsoft Office programs Proficiency in computerized word processing and ability to type 35 words per minute.
An acceptable level of maturity, good judgment, and emotional stability.
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