Administrative Assistant

Turning Point of Central California, Inc. was founded in 1970. For over 50 years now, we have been transforming lives across the state of California. From Mental Health to Community Corrections, Children's Services, Housing Programs, Recovery Services, Substance Abuse Disorders & more; we serve people in need. Our desire is to see individuals reach their full potential, and create lasting change that will stand the test of time.

This job will expire after 10 days.

JOB SUMMARY

The Administrative Assistant reports to and works collaboratively with the Program Director. The Administrative Assistant is responsible for administrative and technical support to aid in the daily management of the Hope House program. The Administrative Assistant will support the Program with records keeping, billing, filing and other office related duties. The Administrative Assistant will work to maintain up to date program data entry to ensure contract compliance.

ESSENTIAL JOB RESPONSIBILITIES

1. Prepare written correspondence, reports, charts, agendas, meeting minutes.
2. Manage office tasks such as copying, filing, printing forms, processing mail, and maintain organized records, email information, answer phones, schedule appointments, meetings, and training sessions, and greeting participants at the front desk.
3. Assist with overseeing program funds and vendor accounts, prepare and process invoices for program expenses and vendor payments.
4. Track and reconcile financial records related to program operations.
5. Maintain supplies, materials, and equipment inventory, including program and participant supplies.
6. Conduct regular inventory audits to ensure adequate stock levels.
7. Accurately track and update the participant census for reporting and invoicing.
8. Assist with verifying vendor accounts are up to date and compliant with program needs.
9. Maintain and update physical and electronic filing systems.
10. Assist with compiling reports and documentation required for audits and program compliance to ensure adherence to policies, procedures, and regulatory requirements.
11. Handle, store, and transmit Protected Health Information (PHI) and Personally Identifiable Information (PII) in compliance with HIPAA, state regulations, and program policies.
12. Ensure all participant records, financial data, and program files are secured and accessed only by authorized personnel.
13. Follow proper procedures for the disposal and protection of confidential information.
14. Support program staff in coordinating participant services and activities.
15. Assist with special projects and program initiatives as needed.
16. Work collaboratively with Peer Support staff to ensure a coordinated and effective response to each participant served.
17. Will drive on Agency business as needed.
18. Be on-site at the assigned location during regularly scheduled work hours.

ESSENTIAL JOB REQUIREMENTS

1. High school diploma or equivalent GED.
2. Associate's, Bachelor's, or 2 years of work experience in public or business administration, or related field is preferred.
3. Understand and follow oral and written instructions.
4. Perform required mathematical computations accurately and sufficiently to compute fractions, decimals, percentages, statistical analysis and record keeping according to Hope House procedures.
5. Operate modern office equipment, including computer equipment and specialized software applications and programs.
6. Uphold confidentiality standards when handling sensitive participant and program information.
7. Maintain respect, professional boundaries, ethics, legal guidelines, Madera County contract requirements, and employee standards of conduct.
8. Maintain a professional, collaborative, and respectful work environment.
9. Intermediate to advanced computer skills in Microsoft Word, Excel, Outlook and PowerPoint, Office 365, Teams, Zoom, and other communication/meeting platforms.
10. 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.
11. Ability to pass a criminal background check.
12. Ability to pass a pre-employment drug screen and TB test.

COMPANY BENEFITS:

• Pay Range: Class 100 ($16.96 - $20.63/hour)
• Company paid benefits package including medical, dental, vision, Employee Assistance Program, Pension Fund and many other voluntary benefits
• Qualified non-profit for the Public Service Loan Forgiveness (PSLF) Program
• Regular work schedule (Monday through Friday, 8am - 5pm)

We are a diverse, inclusive and equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, creed, age (40+), disability status, sex, gender, sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, protected military or veteran status, or any other characteristic protected by law.

Turning Point of Central California, Inc. will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if Turning Point of Central California, Inc. is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Rights Department Fair Chance Act webpage.