Administrative Assistant I, CBEST

Salary: $21.75-$29.69 Per Hour

SUMMARY

Housing for Health (HFH) is a program office within Health Services Administration, a division under the Los Angeles County Department of Health Services (DHS). HFH was created and put into implementation in support of the Los Angeles County Homeless Initiative recommendations in response to and in support of the County’s effort to address and combat homelessness in the communities residing within Los Angeles County. The HFH Interim Housing Program serves individuals with complex health and/or behavioral health conditions who need a higher level of support services than is available in most shelter settings. The program offers temporary housing in a stable environment to assist clients in increasing independence and completing long term housing goals.

The Interim Housing Administrative Assistant I will serve as an integral member of Housing for Health’s Interim Housing team providing critical administrative support to a variety of data entry and data management projects benefiting people experiencing homelessness.

ESSENTIAL FUNCTIONS

• Performs highly specialized skilled clerical and typing duties requiring a working knowledge of specialized subject matter and the specialized clerical functions involved and the use of initiative and judgment with procedural and policy limits.
• Frequent data entry/input, compilation, and data retrieval on various HFH databases, programs, spreadsheets, systems, etc.
• Frequent communication, via email and phone, with contracted referring parties to ensure appropriate client documentation is submitted and received.
• Frequent use of an array of Microsoft Office Suite software programs such as Word, Excel, PowerPoint, Access, Adobe Reader, One Note, Outlook, Publisher, Skype, Outlook, etc.
• Screens telephone calls; furnishes requested information, refers inquiries, calls, and emails to others better qualified to assist, and personally takes care of inquiries and calls which do not require the attention of HFH personnel.
• Makes appointments and arranges conferences and meetings for HFH personnel as applicable.
• Replies to verbal and written communications.
• Prepares and photocopies meeting materials, agendas, handouts, training materials, presentations, etc. as required by HFH personnel.
• Acts as intermediary between HFH personnel and HFH line staff; transmits verbal and written messages, orders, and requests.
• Prepares and distributes internal and external notices, bulletins, letters, and memoranda as applicable.
• Coordinates and schedules applicable internal and external personnel (e.g., HFH personnel and/or HFH community/contracted agencies) with respect to HFH trainings, meetings, events, etc.; maintains training calendars, vacation calendars, etc. as needed.
• Develops and maintains office files specific to applications and client eligibility.
• Gathers data for general information purposes or special reports, contacting other internal and external entities, personnel, etc. for additional material as necessary, and may prepare reports for HFH personnel as required.
• Attends meetings, as needed with HFH personnel, takes notes, prepares meeting minutes, action items, etc.
• May provide data entry/input, compilation, and data retrieval on various HFH databases, programs, spreadsheets, systems, etc.
• Performs other highly specialized clerical duties as assigned.

JOB QUALIFICATIONS

• Excellent verbal and written communication skills.
• Capacity to prioritize and meet deadlines.
• Strong computer skills, ability to learn and adapt to various databases.
• Advanced proficiency in Microsoft Office Suite.
• Excellent customer service skills, able to establish and maintain strong and collaborative professional relationships.
• Interest in working on projects that serve the homeless population of greater Los Angeles County.

Education/Experience

Graduation from an accredited college -OR- One year of experience as an Administrative Aid, Administrative Trainee, or Personnel Trainee.

Certificates/Licenses/Clearances

• A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.
• Successful clearing through the Live Scan process with the County of Los Angeles.

Other Skills, Knowledge, and Abilities

PHYSICAL DEMANDS

Stand Frequently

Walk Frequently

Sit Frequently

Handling Occasionally

Reach Outward Occasionally

Reach Above Shoulder Occasionally

Climb, Crawl, Kneel, Bend Occasionally

Lift / Carry Occasionally - Up to 15 lbs.

Push/Pull Occasionally - Up to 15 lbs.

See Constantly

Taste/ Smell Not Applicable

Not Applicable Not required for essential functions

Occasionally (0 - 2 hrs/day)

Frequently (2 - 5 hrs/day)

Constantly (5+ hrs/day)

WORK ENVIRONMENT

General Office Setting, Indoors Temperature Controlled

Heluna Health is an Affirmative Action, Equal Opportunity Employer that encourages minorities, women, veterans, and disabled to apply.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)