Office Assistant CA 1064131

Welcome to Pathways of California’s career website!   If you are passionate about helping others and enthusiastic about your future, we want you to join our team!

Our company is known for an unwavering commitment to exceptional value and recovery-focused, quality care.  We are experts in the field of behavioral health care, providing cutting-edge mental health and substance use community-based services and offer a dynamic employment experience!  Pathways offers competitive salaries and benefits, comprehensive on-boarding and job training, a supportive learning environment, ongoing education in the use of evidence-based, promising practices and much more! We have over 30 outpatient behavioral health locations nestled throughout our communities located in Kern County, Los Angeles County, Orange County, and San Diego County.   

Pathways also known as College Community Services is seeking an innovative and purpose driven individual to join our team as a Full-Time Office Assistant for our outpatient program in Taft, Kern County.

SUMMARY

Under immediate supervision of the Office Manager, Executive Assistant and/or Program Director provides a broad range of office support to program staff and management ranging from answering and directing phone calls, greeting clients, vendors and other visitors, handling faxes and mail, photocopying, maintaining and ordering office supplies, scheduling meetings and appointments, preparing correspondence and spreadsheets, preparing invoices for payment, preparing and maintaining tracking reports and files, Other areas of responsibility are shipping and receiving of mail and packages, Interoffice/Program distributions and communications, maintenance of copy and fax machines, as well facility/office work requests (e.g. building management, vendors, handyman - simple repairs, etc.) and special projects as needed.

ESSENTIAL FUNCTIONS AND REQUIREMENTS

• Answers and directs phone calls and takes messages as appropriate
• Greets visitors and directs to appropriate person
• Prepares outgoing faxes and distributes incoming faxes
• Photocopies a broad range of materials
• Schedules meetings and appointments
• Types routine correspondence and prepares files as assigned
• Maintain and order inventory of order supplies
• May pick-up meals for in-house meetings
• Assists in new hire set-up process for office or program
• Maintain and ensures HIPAA, ethical standards and professional boundaries with all staff and clients
• Other duties as assigned or necessary to support the program, office and/or the company
• Any or all of above duties and responsibilities
• Develops and maintains varied tracking reports, contracts and/or agreements
• May write own correspondence and prepares correspondence for management
• Interfaces with clients, vendors, visitors to schedule appointments and resolve office administration issues
• Occasionally assist or handles small office moves (office furniture)
• May handle or assist with billing to clients or MediCal and MediCare.
• Researches and prepares special projects as assigned
• Maintain and ensures HIPAA, ethical standards and professional boundaries with all staff and clients
• Other duties as assigned or necessary to support the program, office and/or the company
• Any or all of the above duties and responsibilities
• May assist supervisor or management in the development of the work unit’s annual budget, contracts and monitoring adherence to such on a monthly basis; attend meetings and/or training to take notes or minutes
• Recommends changes to internal office procedures and workflow
• Other duties as assigned or necessary to support the program, office and/or the company

KNOWLEDGE, SKILLS, & EXPERIENCE

• One year work experience preferably in an office answering phones and providing general clerical support.
• Must have excellent phone manner, good arithmetic skills and good spelling, grammar and punctuation skills
• Intermediate level PC skills required
• Excellent organizational skills, interpersonal skills, computer skills and communication skills are a must
• Ability to effectively prioritize and manage time

QUALIFICATIONS

• Education or Equivalent Experience
• High School Diploma or GED with computer or business courses
• Bilingual Spanish

Pathways is an equal opportunity employer with a commitment to diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability, veteran status or any other protected characteristic.