Administrative Assistant II

BEHAVIORAL HEALTH SERVICES INC; Long Beach (CA); On-site; USD 38,000 - 46,000; Full time

Job summary

Behavioral Health Services Inc. in Long Beach, CA, seeks an Administrative Assistant II to support the site, department, and director.

The role involves general office duties, coordination of program activities, and preparing reports and layouts for newsletters and brochures. The position requires strong MS Office skills (Word, Excel, Publisher) and the ability to communicate clearly with staff and clients.

Qualifications

• High school diploma; minimum three years of general office experience preferred.
• Proficiency in MS Word, Excel; knowledge of MS Access or Publisher or willingness to self-teach.
• Ability to operate computer systems and Windows-based applications; strong organizational skills.

Responsibilities

• Receive and direct calls and visitors.
• Organize and maintain office files and systems.
• Develop and maintain computer-generated reports for program statistics.
• Prepare layouts for newsletters, brochures, and reports.
• Arrange and coordinate appointments, meetings and program activities.
• Supervise office/clerical staff; ensure safety and adherence to standards.

Skills

Office administration

Communication skills

Customer service

Education

High school diploma

Tools

MS Word

MS Excel

MS Access

Publisher

Windows

Job description

Statement of PurposeThe Administrative Assistant II provides assistance and support for the site, department and/or the Director and performs a variety of desktop publishing and database management duties.Major Tasks, Duties and ResponsibilitiesPerform general office functions which include preparing correspondence, ordering supplies and print shop requests, preparing bulk mailings, recording meeting minutes, maintaining petty cash drawer, supervision of staff, etc.Provide accurate information and referrals to customers.Coordinate logistics of program activities, such as scheduling space, ordering meals, etc.Work as a team member in performing duties and assignments.Adhere to professional standards.Ability to prepare accurate and precise reports and correspondence.Ability to demonstrate ethical and professional behavior.Ability to communicate clearly, with clients, staff, peers, supervisors, and non-BHS resources.Ability to convey respect for cultural and lifestyle diversities of clients and staff.Ability to recognize personal issues that have an impact on job performance and interactions with clients.Knowledge of the BHS SUD and Health Center sites.Knowledge of computer operations; Windows and word processing (MS Word). Ability to readily adapt to the indicated computer information system.Administrative Assistant II Competencies and Performance ExpectationsAll Administrative Assistant II’s are expected to:Receive and direct calls and visitorsOrganize and maintain office files and systemsDevelop and maintain computer generated reports, database of program statistics Prepare layouts for complex documents, such as newsletters, brochures, and reportsArrange and coordinate appointments, meetings, and program activitiesSupervise office and/or clerical staffComply with BHS health and safety standardsPrerequisite QualificationsThe following are the qualifications required to perform the essential functions of this position. Qualifications may be subject to modification based on the Americans with Disabilities Act.Bilingual abilities may be required within certain BHS programs.High school diploma. Minimum of three-year general office experience preferred.Proficiency in MA Windows, Word, and Excel. Skills in MS Access, Publisher or ability to self-teach. Knowledge of office procedures.Ability to operate required computer programs for position, including but not limited to Microsoft Office Suite, electronic timekeeping system, electronic learning management system, upon hire or demonstrated competency developed within 90 days of employment.Must have valid California driver’s license and liability insurance if driving a personal or company vehicle on BHS business.