JOB TITLE | Office Assistant

REPORTS TO | Program Manager | Kings Whole Person Care, Champions

EMPLOYMENT STATUS | FULL-TIME, Nonexempt

POSITIONS SUPERVISED | None

ORGANIZATIONAL DESCRIPTION

Champions is a nonprofit organization that has served Kings County and the surrounding areas since 2000. Initially specializing in substance abuse treatment and recovery, Champions has grown to become one of the main providers for social and community-based programs within Kings County. Champions programs serve women, women with children, and men as well as those involved in the criminal justice system, homeless populations, cultural and ethnic minorities, and those with co-occurring disorders.

JOB SUMMARY

Under the direct supervision of the Kings Whole Person Care, Program Manager, the KWPC Office Assistant will be responsible for providing support within KWPC system to staff in the performance of their duties. The Office Assistant will often be the initial point of contact for clients referred to the program and, as such, needs to be comfortable representing the program and agency in a public capacity. The KWPC OA will assist in maintaining accurate and updated schedules of services and assist clients in proper check-in procedures. Responsible to manage general office flow, filing, customer service, and other administrative duties. Experience working with co-occurring clientele is preferred. Experience with general office work and basic computer operation is required. Willingness to assist staff and clients alike to ensure the effectiveness of the program.

SUMMARY OF ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES

  • Serves as initial point of contact for individuals seeking information or contact with other staff.

  • Assists other staff by performing general office work, such as: answering phones, making copies, filing documents, and maintaining a presentable workspace.

  • Assists clients in scheduling appointments and checking in with their assigned mentors.

  • May participate in staff meetings; responsible for documenting and distributing the minutes of completed meetings to staff members.

  • Compiles lists of needed materials (office supplies, curriculum, etc.) and submits to the appropriate department for ordering.

  • Maintains ETO software reports such as, but not limited to; Pending Referral Reports, Enrollment and Dis-enrollment Reports and any other reports as deemed necessary.

  • Performs other duties as assigned.

MINIMUM REQUIREMENTS

  • A.A. degree or equivalent experience.

  • Typically requires a minimum of 2 years of intermediate to advanced administrative experience in a fast-paced, dynamic operations environment.

  • Must have valid California Class C Driver’s License; maintain a good safety record (verified by DMV at hire and periodically) and a reliable vehicle; proof of liability insurance if driving personal vehicle.

  • First Aid and CPR certifications obtain within 90 days of employment and maintain current thereafter.

  • Experience with culturally diverse population.

  • Must be drug tested prior to hire and drug test results shall be negative for illegal drug use, including marijuana.

  • Must have TB clearance within 60 days prior to hire and pass background check (Live Scan Fingerprint).

  • Must be able to drive (when needed) for business purposes to other program locations in Kings County. If employee drives his/her personal automobile for Champions business, employee must have valid California driver’s license and comprehensive automobile insurance coverage, as required by law.

  • Excellent customer service skills with attention to detail and follow through.

  • Demonstrated ability to work independently under general supervision as well as part of a team.

  • Strong organizational and multi-tasking skills sufficient to independently establish and handle constantly changing priorities; proven ability to complete multiple assignments in a timely manner.

  • Good analytical, record-keeping, and problem-solving skills to evaluate and identify issues and provide sound, creative solutions, or alternatives.

  • Effective interpersonal skills: demonstrated ability to interact well with tact and diplomacy in a diverse atmosphere.

  • Advanced verbal and written communication skills with strong editing, grammar, and proofreading skills.

  • Proven ability to handle highly sensitive and confidential information.

  • Ability to build, establish, and maintain cooperative working relationships across multi-functional groups.

  • Proficient in PC, Word, Excel, PowerPoint, Google based applications and calendaring.

  • Flexibility in days and hours available for scheduled work, including evenings and weekends.

ORGANIZATION RELATIONSHIPS/INTERACTIONS

Interfaces with all levels of management, staff, clients, residents, and families, including partner agencies.

PHYSICAL SKILLS AND ABILITIES

Must have the visual, physical, and technical ability to independently operate a variety of office equipment, including the use of a computer. Will also require bending, stooping, filing, lifting of at least 25 lbs. or more, and ability to interrupt physical altercations. Ability to verbally communicate well with others.

WORKING CONDITIONS

Services may involve travel to offsite locations for assessments, service provision, and crisis management.

EMPLOYMENT STATUS

FULL-TIME, Exempt

ANTICIPATED HOURS

This position may include working non-traditional business hours, swing or graveyard shifts and/or weekends, all varying shifts.