Administrative Assistant

JOB SUMMARY The Administrative Assistant reports to the Program Director that oversees the position and is responsible for providing administrative and clerical support to ensure efficient operations of the Visalia Reentry Center. The program focuses on helping participants achieve their personalized treatment goals, which may include job readiness, education, accountability, financial independence, and substance use treatment. The Administrative Assistant role involves managing office tasks, coordinating meetings, and assisting with general office procedures.

ESSENTIAL JOB RESPONSIBILITIESType correspondence, reports and other documents as needed.

Maintain and distribute all program forms and update as necessary.

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.

Prepare all monitoring forms and client rosters.

Coding receipts and invoices and submitting for approval.

Managing resident trust accounts utilizing Quick Books and ensuring that client trust fund expenditures/balances are in accordance with contractual obligations.

Managing program's Petty Cash Account.

Reconciling program bank account(s).Handle, store, and transmit Protected Health Information (PHI) and Personally Identifiable Information (PII) in compliance with HIPAA, state regulations, and program policies.

Assist with verifying vendor accounts are up to date and compliant with program needs.

Follow proper procedures for the disposal and protection of confidential information.

Assist with compiling reports and documentation required for audits and program compliance to ensure adherence to policies, procedures, and regulatory requirements

Complete program billing in accordance with contractual requirements.

Maintain client databases with daily data input.

Ensure that assigned program reports are completed within established time parameters.

Conduct regular inventory audits to ensure adequate stock levels.

Coordinate purchase of office supplies adhering to fiscal guidelines.

Conduct orientation and complete intake paperwork and electronic forms with all new residents.

Attend all mandatory trainings and remain apprised of all DMC/ODS and STOP policies for billing, client intakes, reporting, confidentiality, and client centered service delivery.

Assist Program Director in scheduling and coordinating staff meetings and trainings.

Ensure monthly company vehicle inspections are completed and uploaded into appropriate application.

Will think and act quickly and efficiently in emergencies.

Will drive on Agency business.

Physical presence at the program is required.

ESSENTIAL JOB REQUIREMENTS High school diploma or a GED.CPR and First Aid certification preferred.

Understand and follow oral and written instructions.

Ability to understand and use ARMS (Automated Reentry Management System); preferred.

Ability to manage multiple priorities in an organized and efficient manner.

Perform required mathematical computations accurately and sufficiently to compute fractions, decimals, percentages, statistical analysis and record keeping.

Uphold confidentiality standards when handling sensitive resident and program information.

Complete all required training.

Possess intermediate bookkeeping skills.

Experience with Quick Books preferred.

Ability to complete a minimum of 16 hours of in-service training hours per year.

Intermediate or Advanced computer skills in Office 365, Teams, Zoom, and other communication/meeting platforms.

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.

Ability to pass a criminal background check.

Ability to pass a pre-employment physical, drug screen, and TB test.

COMPANY BENEFITS 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 On the job training including paid professional development and career…