Administrative Assistant, Site Locations

South Coast Community Services; California; On-site; USD 42,000 - 52,000; Full time

Job summary

South Coast Community Services is seeking an Administrative Assistant to provide comprehensive administrative support across site locations. You will manage front office activities, scheduling, records, and customer service for clients, families, and partners.

The role emphasizes organization, professionalism, and confidentiality in handling sensitive information and HIPAA-compliant records within our behavioral health programs.

Qualifications

• 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.

Responsibilities

• Greeting 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, training, 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, may take copays from clients, if needed.
• 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 Monthly safety care checks and attend safety meetings as required.
• Make sure all licenses are current and displayed in the office.
• Assist with rescheduling and perform other duties as assigned.

Skills

Communication

Customer service

Organization

Time management

Attention to detail

Education

High School Diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

Administrative Assistant, Site Locations Outreach

Full-time

Description

Position Summary

The Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient operation of SCCS 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

• Greeting 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, training, 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, may take copays from clients, if needed.
• 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 Monthly safety care checks and attend safety meetings as required.
• Make sure all licenses are current and displayed in the office.
• Assist with rescheduling and perform other duties as assigned.

Requirements

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.

JOB SPECIFIC COMPETENCIES

Job Knowledge and Skill Application

• Demonstrates a thorough understanding of knowledge specific to practices and concepts associated with job function. Seeks out and effectively utilizes available resources when completing work assignments. Works within available guidelines, approaches and policies but can adapt methods depending on the outcome desired.

PHYSICAL REQUIREMENTS:

• Ability to drive a motor vehicle without restrictions, often in heavy traffic and frequently long distances (one hour or more).
• Senses of vision, hearing and smell sufficient to regularly operate a motor vehicle, to visualize threats in the environment and operate safely.
• Required to occasionally lift and carry 10-20 pounds.
• Regularly required to sit, stand, climb stairs (1 or more flights) and walk.
• Regularly required to sit and use computer in office settings.

EOE, INCLUDING DISABILITY/VETS

We are an equal opportunity employer and consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, ancestry, age, disability, medical condition, genetic information, marital status, veteran status, or any other protected characteristic under California law.

Management reserves the right to add, change, delete or rescind duties or responsibilities of positions within the job classification at any time.