Administrative Assistant

Ultimate Staffing; Orange (CA); Presencial; USD 28.000 - 30.000; Jornada completa

Descripción de la vacante

Ultimate Staffing in Orange, CA is seeking an Administrative Assistant to provide comprehensive administrative and clerical support across programs and offices, ensuring efficient operations, accurate records, and strong customer service.

You will handle front desk tasks, scheduling, data entry for electronic health records, HIPAA-compliant file management, and collaboration with staff and leadership to keep daily activities organized and welcoming for clients and partners.

Formación

• High School Diploma or GED.
• 1-2 years of administrative, clerical, receptionist, or office support experience.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to manage multiple priorities with accuracy and attention to detail.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Strong customer service skills and a professional demeanor.

Responsabilidades

• Greet and assist clients, families, visitors, and partners in a professional manner.
• Answer and direct incoming phone calls, take messages, and respond to inquiries.
• Schedule appointments, trainings, and client intake appointments.
• Maintain confidential client and employee records per HIPAA regulations.
• Prepare, process, file, and distribute documents, reports, correspondence, and forms.
• Monitor office supplies and coordinate ordering and inventory management.
• Support onboarding and administrative processes for new employees.
• Assist leadership with calendars, meeting coordination, and special projects.
• Enter, update, and maintain data within electronic health records and other databases.
• Coordinate incoming and outgoing mail, packages, and deliveries.
• Ensure smooth office operations and a welcoming environment.
• Support program staff with administrative needs and interdepartmental communication.
• Perform other duties as assigned.

Conocimientos

Verbal communication

Written communication

Organization

Time management

Customer service

Attention to detail

Teamwork

Educación

High School Diploma or GED

Herramientas

Microsoft Office

Descripción del empleo

Salary: USD20 - USD22 per hour

Position Summary

The Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient operation of programs and office locations. This role is responsible for managing front office activities, scheduling appointments, maintaining client records, supporting staff and leadership, and delivering exceptional customer service to clients, families, community partners, and employees.

The ideal candidate is highly organized, detail-oriented, professional, and passionate about supporting a mission-driven organization that serves individuals and families in need of behavioral health services.

Essential Duties and Responsibilities

• Greet and assist clients, families, visitors, and community partners in a professional and compassionate manner.
• Answer and direct incoming phone calls, take messages, and respond to inquiries.
• Schedule appointments, meetings, trainings, and client intake appointments.
• Maintain confidential client and employee records in compliance with HIPAA regulations.
• Prepare, process, file, and distribute documents, reports, correspondence, and forms.
• Monitor office supplies and coordinate ordering and inventory management.
• Support onboarding and administrative processes for new employees.
• Assist leadership with calendars, meeting coordination, and special projects.
• Enter, update, and maintain data within electronic health record systems and other databases.
• Coordinate incoming and outgoing mail, packages, and deliveries.
• Ensure office operations run efficiently and maintain a welcoming environment.
• Support program staff with administrative needs and interdepartmental communication.
• Perform other duties as assigned.

Qualifications Required

• High School Diploma or GED.
• Minimum 1-2 years of administrative, clerical, receptionist, or office support experience.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to manage multiple priorities with accuracy and attention to detail.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Strong customer service skills and a professional demeanor.