Administrative Support (Clerical)

True Mission HR; Orange (CA); On-site; USD 49,000 - 52,000; Full time

Benefits offered by this job

Medical insurance

Life insurance

Dental & Vision

Paid vacation

Paid sick leave

Paid holidays

Job summary

Mariposa Women and Family Center is seeking a dynamic clerical support staff member to assist the CalWORKs program with administrative and front-desk duties, data entry, and records management.

You will greet clients, answer calls, coordinate scheduling, and help maintain confidential information while supporting counselors and program staff.

This in-office role requires strong communication, organization, and a commitment to compassionate, family-centered care.

Qualifications

• High school diploma or equivalent; some college preferred.
• Minimum of one year of related clerical or customer service experience.
• Proficiency with data entry and basic computer skills.
• Experience with EMR or county data systems is a plus.
• Ability to maintain confidentiality.

Responsibilities

• Greet and assist customers and staff at the front desk.
• Answer phones, respond to inquiries, and direct callers.
• Perform data entry and maintain program records.
• Coordinate childcare schedules and activities.
• Monitor referrals, intakes, discharges, and caseload statistics.
• Assist counselors with outreach and intake appointments.
• Maintain compliance with County mandates and surveys.
• Prepare monthly and yearly program reports.
• Provide friendly, professional customer service.

Skills

Data entry

Customer service

Front desk

Office software

Multitasking

Communication

Confidentiality

Bilingual Spanish (preferred)

Education

High School Diploma (or equivalent)

Some college

Tools

HCA IRIS

EXYM

Job description

Mariposa Women and Family Center, established in 1977, provides high-quality, affordable mental health and substance abuse counseling, life skills, and supportive services to women and families in need. Our mission is to empower and support vulnerable populations through compassionate care and community engagement.

Position Summary:

In support of our organization's mission and goals, we are seeking a dynamic, customer-focused clerical support staff member to provide essential administrative and operational support to one of our key programs (CalWORKs). This position serves as an important point of contact for customers and staff and is responsible for delivering professional, welcoming, and efficient service.

The Clerical Support Staff member will perform a variety of clerical, customer service, and administrative duties, including greeting and assisting customers, managing front desk operations, maintaining accurate records, performing data entry, and providing general administrative support to ensure the smooth and effective operation of the program.

Job Duties:

• Provide courteous telephone coverage, assess caller's needs, and efficiently respond to customers' inquiries quickly and satisfactorily resolves any issues, including diffusing situations, escalates situations to management team as needed
• Perform a variety of administrative and general office duties at the front desk including, but not limited to, answering incoming phone calls and providing appropriate assistance to clients and other callers, maintaining incoming and outgoing mail, and handling copying and filing tasks
• Help coordinate childcare schedules, coverage, and activities
• Collect and enter data to maintain database integrity, ensuring the accuracy and confidentiality of information recorded
• Monitor client referrals, intakes, discharges, transfers, and maintain current caseload statistics
• Administratively assign new client referrals to counselors, open cases in the Electronic Medical Record (EMR) system, and file appropriate documents
• Assist counselors with outreach activities, including scheduling intake appointments and following up on missed appointments
• Monitor compliance with the completion of HCA BHS surveys (CalOMS) to meet County mandates
• Track compliance training for program staff per County requirements
• Assist the Program Administrator in collecting and verifying the accuracy of monthly tracking reports, and in completing all required monthly and yearly reports
• Maintains the highest standards of friendly, helpful, and responsive customer service always
• Performs other duties as assigned

Qualifications/Requirements:

• High School Graduate, some college preferred
• Minimum of one year of related work experience
• Experience in data entry with a focus on accurate data input
• Knowledge of HCA IRIS data system procedures and EXYM system preferred
• o Proficiency in general office responsibilities and basic office management principles and practices
• Strong organizational and multitasking skills
• High level of professionalism with demonstrated ability to provide excellent customer service via phone, email, and in-person interactions
• Ability to maintain confidentiality and handle sensitive material professionally
• Effective management of deadlines and multiple priorities
• Excellent interpersonal, written, and verbal communication skills
• Fluency in reading, writing, and speaking English
• Ability to work independently and collaboratively, maintaining professionalism in line with agency and county policies
• Capacity to network with external agencies and individuals as required
• Flexibility and adaptability to a changing work environment
• Above-average computer skills, including basic knowledge of Microsoft Word, Excel, Outlook, and data/electronic records programs in use
• Bilingual proficiency in Spanish preferred

Benefits and Terms:

• Full-time (40 hours per week), in-office
• Pay: $24/hour
• Company sponsored medical
• Life insurance sponsored
• Group dental & vision (voluntary)
• Paid vacation time
• Paid sick time
• Paid holidays

Join us to make a meaningful difference in the lives of women and families while advancing your career in a supportive, energetic environment!