Administrative Assistant

Easterseals Southern California transforms lives every day. For over a century, Easterseals has championed inclusion and independence—delivering essential services like early childhood programs, autism services, employment and independent living support to more than 29,000 people each year. Through advocacy and education, we break barriers and create opportunities for the one-in-four Americans with disabilities. 

OVERVIEW OF POSITION: Under general direction, performs a variety of general administrative support activities for the efficient operation of assigned center. Serves as primary point of contact for matters related to the center. Facilitates center operations through the coordination of phones, mail, supplies, equipment and support. Provides scheduling services as per the center need.

ESSENTIAL FUNCTION:

• Provides scheduling services to participants for appropriate assignments for assigned center. Collaborate with both clinical teams and family members regularly, ensuring effective communication.
• Serves as the initial point of contact to participants, management, on-site service providor and associates for assigned center location. Provides customer service by greeting visitors and callers; assists and redirects as necessary.
• Provides administrative support to supervisors through various daily center functions and special projects. Provides operational support to ensure efficient operation of the center which includes providing general information and acting as office and safety liaison. Trains new administrative assistants when needed.
• Uploads clinical information to designated electronic location as necessary.
• Checks facilities and equipment on a regular basis to ensure safety and maintenance; coordinates necessary repairs or replacements in a timely manner.
• Maintains shared calendar for center conference and training rooms. Assists with meeting set-up, materials and equipment needs in conjunction with department lead.
• Monitors, orders, and maintains all office supplies and equipment; administers procurement and reconciliation of expense reports. Oversees office supply account, and reconciles associated invoices. Distributes and reconciles petty cash.
• Performs other duties as assigned.

EDUCATION:

HS Diploma, GED or national equivalent.

EXPERIENCE:

• Min of 2-3 years’ experience as an administrative assistant in a clinical setting –or- any combination of education and experience that demonstrates the ability to perform the core responsibilities of the position.

KNOWLEDGE, SKILLS, ABILITIES:

• Proficient in Microsoft Office applications (e.g. Word, Skype); intermediate skills in Excel and Outlook; familiar with Windows-based applications and internet usage.
• Ability to learn and navigate new software applications, tools, and databases.
• Excellent organizational, decision-making, and communication skills (both oral and written) to be able to communicate effectively with all levels of associates and the general public
• Proficient in modern office practices and operations, business etiquette, telephone protocol, and general office equipment.
• Knowledge of clinical and business needs and processes within health care organizations.
• Ability to assist in efficient office operations, work independently, and as a team member.
• Ability to maintain customer-service orientation and professionalism in all interactions.
• Ability to exercise discretion and confidentiality pertaining to the work environment.
• Ability to prioritize and organize a diversified workload and be able to produce high-quality results with meticulous attention to detail.
• Ability to remain focused and flexible while shifting/changing priorities, heavy workload and tight deadlines
• Ability to acquire an understanding of organization and department policies and practices
• Ability to pass a post-offer physical examination and a TB test.
• Ability to provide proof of required vaccinations or positive titer showing immunity. A signed declination may be acceptable for certain vaccinations
• Ability to obtain and maintain a criminal record/fingerprint clearance from the Department of Justice and Federal Bureau of Investigation per Easterseals Southern California and/or program requirements.

Carrying/Lifting: Occasional / Up to 30 lbs.
Standing: Occasional / Up to 3 hours per day
Sitting: Constant / Up to 8 hours per day
Walking: Occasional / Up to 3 hours per day
Repetitive Motion/Activity: Keyboard activity, telephone use, writing
Visual Acuity: Ability to view computer monitor and read newsprint
Travel: Occasional/ As needed
Environmental Exposure: None