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Didi Hirsch Mental Health Services · 14 hours ago

Administrative Assistant II

Culver City, CA

Full-time

Hybrid

Mid Level

$21.38/hr - $24.59/hr

3+ years exp

Didi Hirsch Mental Health Services is a national leader in whole-person mental health, crisis care, and substance use services. As an Administrative Assistant II, you will provide comprehensive administrative, clerical, and operational support to assigned departments and leadership, ensuring efficiency and continuity of services.

Health CareMedicalMental HealthNon ProfitWellness

Responsibilities

Supports the Division Director(s) in most administrative tasks including managing Division Director’s calendar and attending meetings as needed

Manages Division on-call calendars and coordinates with answering service company

Assists in the development of printed material including Canva, PowerPoint, Excel, and MS Office

Submits and monitors work orders to ensure completion

Prepares a wide variety of routine correspondence, forms, reports and similar items using word processing, spreadsheet, and data entry

Maintains and updates division or department personnel or other files as required by licensing and applicable state and federal laws

Creates and maintains databases for program outcome monitoring

Copies, sorts, faxes, collates and retrieves documents

Plans, organizes and coordinates meetings and training sessions; coordinates location; and refreshments; secures necessary media equipment; distributes meeting announcements; prepares and distributes meeting material; takes meeting minutes; ensures room is vacated and tidy after meeting or event

Assists in monitoring Division expenses; monitors supplies and re-orders supplies, forms, books and other items

Responds to telephone calls for Division Director in a timely, friendly manner and assist callers as able; checks and responds to e-mails

Attends routinely scheduled meetings as requested or required for the division, department or Agency

Receives, screens, routes mail, email, telephone calls and publications; prioritizes or responds to requests for information as necessary in a prompt, courteous and confidential manner

Processes requests for reimbursement, dues and other expenses in accordance with proper approvals and budgets

Provides for an organized work environment by disseminating, tracking and maintaining information/data and implementing appropriate organizational systems

Performs research and analysis of information; coordinates/manages special projects as required

Generates and/or gathers data and information to support report preparation; completes all reporting requirements of the position

Sets up and maintains department files; including in collaboration with other departments. Assists with retrieval of files for audits as needed

Develops and maintains skills through seminars, workshops, or other forms of training/education

Qualification

MS OfficeCalendar ManagementData EntryCanvaPowerPointSpreadsheet MaintenanceCommunication SkillsOrganizational SkillsTeam CollaborationAdaptability

Required

High school diploma with 3+ years of administrative experience, preferably in a mental health or nonprofit environment

Demonstrate a working knowledge of business English, spelling, punctuation, and general office practices and procedures

Support the values and mission of Didi Hirsch as related to employment

Know and comply with Didi Hirsch division and Agency policies and procedures, HIPAA, DMH policies and documentation guidelines, and other state, federal regulations relating to division or department activities

Demonstrate current knowledge of all job specific skills to include strong working knowledge of computer systems and software as they apply to program or department activity

Possess basic math skills sufficient to monitor program petty cash and related functions

Present ideas, information, and viewpoints clearly, both verbally and in writing

Efficiently use the personal computer for word processing, spreadsheets, database maintenance and other related software programs

Utilize analysis, experience, and judgment to make decisions within policies and procedures

Demonstrate commitment to team objectives and Didi Hirsch philosophies

Adapt to changing needs by acquiring new skills and knowledge