Administrative Assistant (Bilingual Preferred) - Turning Point Youth Services

POSITION:

Administrative Assistant (Bilingual Preferred) - Position #389

PROGRAM:

Turning Point Youth Services

LOCATION:

220 N. Locust Street, Visalia, CA 93291

HIRING MANAGER:

Laura Quiroz, Program Director

PHONE:

(559) 627-1385

BASE PAY:

Monolingual: Class 105 ($16.15 - $21.26/hour)

Bilingual: Class 110 ($16.98 - $22.34/hour)

STATUS:

Full-Time, Hourly, Non-Exempt

ACCEPTING APPLICATIONS:

Until Filled

AVAILABLE:

Immediately

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

JOB SUMMARY

The Administrative Assistant reports to the Program Director and is responsible for assisting other Executive, Clinic, and Program Directors as assigned by their supervisor.  The Administrative Assistant assists with organizational tasks related to day-to-day operations and development of the department and other clinics/programs as assigned by the supervisor.

ESSENTIAL JOB RESPONSIBILITIES

  1.  Collect, compile and analyze data.  Report results and make recommendations to various directors.

  2.  Compile and maintain payroll files, personnel records, vendor/invoice files, safety and Workers Compensation records for various programs as needed.

  3.  Participate in orientation of newly hired personnel.

  4.  Assist program personnel with personnel issues; act as contact person between program personnel and the Turning Point personnel office.

  5.  Assess training needs; develop and conduct training of personnel in various programs as needed.

  6.  Produce and distribute policy and procedures manuals to various programs.  Produce and distribute updates as required.

  7.  Coordinate and participate in meetings with various directors.

  8.  Assist Administrative Secretaries, Administrative Assistants and other support personnel in different programs with solutions to an assortment of problems.

  9.  Supervise support staff.

  10.  Communicate effectively with a wide variety of people of various educational and socioeconomic backgrounds.

  11.  Write clearly, accurately, and concisely to convey ideas in grammatically correct reports, letters, memos and questionnaires.

  12.  Plan, prepare and effectively present material.

  13.  Give and follow oral and written instructions.

  14.  Coordinate various meetings.

  15.  Organize work and set priorities to meet established deadlines.

  16.  Monitor and implement new policies and procedures as assigned.

  17.  Develop improved monitoring and reporting systems.

  18.  Remain flexible and tolerant to changes in workloads and assignments.

  19.  Use patience, tact and courtesy when dealing with others.

  20.  Travel as necessary.

  21.  Prepare reports for supervisors, directors, administrators, etc.

  22.  Work with other agencies and departments to secure information for the preparation of required reports.

  23.  Answer inquiries concerning codes, rules, procedures, and programs.

  24.  Attend and participate in meetings, seminars, conferences and workshops.

  25.  Manage petty cash account if needed.

  26.  May assist in monitoring accounts receivable/payable.

  27.  Maintain program operations manuals and protocols.

  28.  Maintain and update files.

  29.  Coordinate office (building) and equipment maintenance.

  30.  Coordinate meeting sites and agendas; notify participants of time, location and agenda items.

  31.  Will drive on Agency business.

  32.  Think and act quickly and efficiently in emergencies.

  33.  Comply with all Turning Point Safety policies and procedures, including but not limited to: workplace safety, reporting work related injuries, Infection Control and preventing potential safety risks for staff, clients and others.

  34.  Punctual and regular attendance is an essential responsibility of each employee at Turning Point. Employees are expected to report to work as scheduled, on time and prepared to start working. Employees also are expected to remain at work for their entire work schedule. Late arrival, early departure or other absences from scheduled hours are disruptive and must be avoided.

  35.  Perform other duties as assigned by Program Director.  Please note this job description is not designated to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

ESSENTIAL JOB REQUIREMENTS

  1.  Education/Experience sufficient to demonstrate competency in the knowledge and skills specified.  This may be obtained by experience or completion of two (2) or more years of college with a major in public or business administration, economics or a related area. 

  2.  AA degree desirable. 

  3.  Demonstrated ability to handle multiple priorities in an organized and efficient manner.

  4.  Work with a variety of programs and directors.

  5.  Recognize various program goals and objectives and work with different directors to plan and implement strategies to achieve goals/objectives. 

  6.  Recognize existing and potential problems in various programs and to determine and implement solutions.

  7.  Organize, prioritize work and function somewhat independently.

  8.  Independently perform routine studies and do periodic reviews and reports.

  9.  Type 55 wpm, use 10-key.

  10.  Perform basic math functions sufficient to compute fractions, decimals, and percentages; simple statistical methods and simple record keeping methods.

  11.  Supervise staff members and train others.

  12.  Willingness to travel to various program sites if necessary. 

  13.  Intermediate computer skills in Microsoft Word, Excel, Outlook and PowerPoint.

  14.  Ability to operate within Electronic Medical Records (EMR) system. 

  15.  Possess a valid driver's license and have access to a dependable means of transportation that is properly insured and operated in accordance with all laws.  Agency insurer authorization is required. 

  16.  Ability to pass a criminal background check.

  17.  Ability to pass a pre-employment physical, drug screen, general physical, and TB test.

  18.  Must maintain good relationships with consumers, co-workers, government and civic representatives, as well as community members within whom the Agency is transacting business, and relate to them in a professional manner.

ESSENTIAL JOB REQUIREMENTS FOR BILINGUAL SKILL

  1.  Communicate effectively in written and spoken Spanish.

  2.  Required ability to communicate effectively with monolingual Spanish speaking clients and families for all clinical purposes. 

  3.  Assist with phone calls for Spanish speaking clients.

  4.  Required to provide language translations for case managers and Physicians on a periodic basis.

  5.  Minimal adequate competency in the Spanish language as evidenced by successful passage of the TPOCC Spanish Competency Test.

  6.  Other translation tasks as required.