Administrative Assistant

Turning Point of Central California Inc; Visalia (CA); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Employee Assistance Program

Pension Fund

PSLF program

On-the-job training

Job summary

Turning Point of Central California, Inc. seeks an Administrative Assistant to support the Visalia Reentry Center with clerical tasks, scheduling, billing, and data entry while protecting PHI/PII and ensuring regulatory compliance.

The role requires a high school diploma or GED, QuickBooks bookkeeping, and proficiency in Office 365, Teams, and Zoom. A valid driver’s license and willingness to travel for agency business are expected, with a focus on accuracy and confidentiality.

Qualifications

• High school diploma or GED required.
• CPR and First Aid certification preferred.
• Ability to understand and use ARMS (Automated Reentry Management System); preferred.
• Ability to manage multiple priorities in an organized and efficient manner.
• Possess intermediate bookkeeping skills.
• Experience with QuickBooks preferred.
• Ability to complete 16 hours of in-service training per year.
• Intermediate or Advanced computer skills in Office 365, Teams, Zoom, and other platforms.
• Must have a valid driver’s license and reliable transportation.
• Able to pass a criminal background check and pre-employment physical/drug screen/TB test.

Responsibilities

• Type correspondence, reports and other documents as needed.
• Maintain and distribute program forms; update as necessary.
• Manage office tasks: copying, filing, printing forms, processing mail and records; answer phones; schedule appointments, meetings and trainings.
• Prepare all monitoring forms and client rosters.
• Code receipts and invoices and submit for approval.
• Manage resident trust accounts using QuickBooks; ensure funds align with contracts.
• Reconcile program bank accounts.
• Handle PHI and PII per HIPAA and program policies.
• Assist with vendor accounts; ensure compliance with program needs.
• Assist with audits and required program documentation.
• Complete program billing per contractual requirements.
• Maintain client databases with daily data input.
• Ensure reports are completed within time parameters.
• Conduct inventory audits and coordinate office supply purchases.
• Coordinate orientation and intake paperwork with new residents.
• Attend trainings and staff meetings; assist with scheduling.
• Ensure vehicle inspections are uploaded into the system.
• Be prepared to respond quickly in emergencies and drive on agency business.
• Physical presence at the program site is required.

Skills

Ability to manage multiple priorities

ARMS knowledge

Confidentiality

CPR and First Aid certification

Intermediate bookkeeping

Education

High school diploma or GED

Tools

QuickBooks

Office 365

Teams

Zoom

Job description

JOB SUMMARYThe 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 requirementsComplete 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 REQUIREMENTSHigh 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 QuickBooks 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 BENEFITSCompany paid benefits package including medical, dental, vision, Employee Assistance Program, Pension Fund and many other voluntary benefitsQualified non-profit for the Public Service Loan Forgiveness (PSLF) ProgramOn the job training including paid professional development and career developmentRewarding work environment with excellent opportunities for career growthMeaningful relationships with your co-workers and the individuals we serveFamily-oriented environmentMileage reimbursement for travelWe 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.