Administrative Assistant [TEMP TO HIRE]

Job Responsibilities:

•  Greet visitors and direct them to the appropriate staff members.
•  Answer and direct phone calls, taking messages as needed.
•  Ensure compliance with HIPAA rules and regulations and maintain strict confidentiality regarding sensitive information obtained.
•  Serve as the main contact for all incoming hotline calls and thoroughly document all the detailsprovided during the hotline calls.
•  Accurately input data into Case Magic, including Consumer case notes, incident reports,Worksheet Training Data record and other pertinent information as requested by Management.
•  Update the Consumer Absence log daily and promptly inform case managers of consumera bsences; Serve as back-up for Consumer attendance entry into Case Magic.
•  Accept all incoming packages and deliver them to the accounting office.
•  Schedule appointments and maintain a calendar for the conference room.
•  Assist with meeting preparation and logistics, including arranging food orders.
• ?Troubleshoot copier, fax, and other office equipment.
•  Maintain and organize the file room, including Consumer files and records.
•  Scan all terminated consumer files to the appropriate folder on drive and shred the uploaded files once approved by management.
•  Backup to consumer payroll for both CIT and SEP programs.
•  Ensure staff record vehicle keys in the vehicle log and maintain accurate records of all logs.
•  Provide administrative support to the team, as needed.
•  May be required to update social media platforms, as directed by the Executive Director orAdmin. Staff.
•  Print and create materials such as awards, curriculums, forms, badges, and flyers as requested by Program Managers, the Director, or the Admin team.
•  Handle sensitive information with discretion and confidentiality.
•  Maintain positive relations with all stakeholders while prof

ADDITIONAL DUTIES

•  Performs other duties as assigned.
•  Transport consumers to and from offsite training sites.
•  May transport consumer(s) to industrial clinics.
•  May perform work in other classifications at the same or lower level

EDUCATION/EXPERIENCE:

Proficient in reading, writing and basic math skills; proficient in Microsoft Word, Excel, PowerPoints, Proficiency in LibreOffice, Gmail, Strong organizational and time management skills.Excellent communication andn Interpersonal skills. Valid California driver’s license and driving record acceptable to insurance companies. 

High school diploma or equivalent; associate’s degree or relevant certification is a plus. At least two years experience as an administrative assistant, receptionist, or similar role. Ability to multitask and prioritize tasks effectively. Ability to work independently and as part of a team. Positive and professional demeanor.

Bilingual in English and Spanish.

SKILLS, KNOWLEDGE AND ABILITIES:

Ability to read, analyze, and interpret common, technical documents and safety rules; financial reports; legal documents; represent the company in a professional manner to top management, public and the board of directors; speak effectively before groups. Skilled in problem solving matters that may arise and create solutions; basic mathematical skills and operations.