Clerk

WESTCARE CALIFORNIA INC; San Diego (CA); On-site; USD 42,000 - 56,000; Full time

Job summary

WestCare California Inc. is seeking an Administrative Assistant to handle clerical and secretarial duties for our program. Responsibilities include scheduling appointments, drafting correspondence, handling phones, and typing reports.

This role coordinates meetings, prepares agendas and materials, records minutes, and provides support to the Director and staff. Strong written and verbal communication, attention to detail, and confidentiality are essential.

Qualifications

• Two years experience as secretary or administrative assistant, preferably in social services.
• Excellent written and verbal communication skills.
• Ability to exercise good judgment and discretion.

Responsibilities

• Provide general administrative/secretarial support including scheduling and correspondence.
• Coordinate program meetings: announcements, agendas, materials, and minutes.
• Attend or represent the Director at community meetings when requested.
• Maintain filing systems and support policy manuals; provide clerical support to Director and staff.
• Make travel arrangements for staff and review incoming mail.
• Participate in daily shift exchanges and document logs.

Skills

Communication skills

Attention to detail

Teamwork

Organizational skills

Discretion

Writing skills

Professional appearance

Confidentiality

Education

High School Diploma or equivalent

Tools

Microsoft Office

Job description

Position Summary:Person in this position will be responsible for the clerical and secretarial aspects of the program. Essential Job Functions include those listed below.Essential Job Functions:General administrative/secretarial support to the program, i.e., scheduling appointments, correspondence, handling incoming/outgoing phone contacts, typing monthly, quarterly and annual reports and other related duties;Coordination and preparation of designated programmatic meetings including meeting announcements, agenda, meeting material and recording/transcription of minutes of meetings;Attendance with and/or representation of the Director or designee at various community meetings when requested;Provide clerical support to the Director and other administrative staff as requested;Provide clerical functions as necessary to maintain the quality of WestCares policies and procedures manuals;Make travel arrangements for staff members as needed;Maintain filing system for administrative files and any other relevant files;Review and distribute, when appropriate, all incoming mail addressed to the program and administrative staff;Participate in daily shift exchange including documenting in facility log at the end of shifts and thoroughly reviewing log at the start of shifts;Embrace and embody the mission, vision, guiding principles, clinical vision and goals of WestCare Foundation; andPerform all other duties as assigned.Education:High School Diploma or equivalent is required;Experience and Competencies:Two (2) years experience in a secretarial or administrative assistant position, preferably in a social service setting;Excellent communication skills including superior writing skills;Attention to detail;Ability to exercise good judgment and discretion;Ability to work well in a team environment;Superior organizational skills;Strong computer skills, to encompass all Microsoft Office applications;Adherence to the highest standard of ethical conduct, especially to standards governing confidentiality;Professional appearance and demeanor;Must be sensitive to populations served;Ability to obtain and maintain clearance from California Department of Corrections and Rehabilitation (CDCR);Ability to obtain and maintain clearance from LEIE;Valid drivers license and ability to obtain and maintain WestCares vehicle insurance is required;CPR Certification, First Aid Certification and an annual Tuberculosis test.As mandated by the State of California those employees who work at Residential, Outpatient, Sober Living, provide Mental Health Services, Administrative Staff or Transitional Living Facilities must be fully vaccinated and have received a booster. Employees that have requested a Medical or Religious Exemption, which has been approved by Human Resources will be required to test for the virus weekly.During your tenure with WestCare there may be new requirements, including, but not limited to vaccinations that are issued by local, State, Federal, and/or Funders that WestCare may have to comply with. Should this occur Human Resources or appropriate personnel will inform you.Working Conditions:Work is primarily performed in an office or in a residential treatment setting.Essential Physical and Mental Demands of the JobThe employee must be able to perform the following essential duties and activities with or without accommodation:Physical Demands:Requires mobility and physical activity: Having an adequate range of body motion and mobility to work in an office, residential, or outdoor environment including standing and walking (even and uneven surfaces), sitting for extended periods of time, bending, twisting, reaching, balancing, occasional lifting and carrying of up to 10 pounds. Use of computer and telephone systems is required which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files). Requires the ability to defend oneself and clients in physically abusive situations through the use of approved physical de-escalation techniques.Requires talking: Expressing or exchanging ideas by means of the spoken word. Talking is required to impart oral information to employees, clients, patients, and the public, and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly.Requires hearing: Hearing is required to receive and communicate detailed information through oral communication.Requires seeing: Clarity of vision at 20 inches or less and at distance. This factor is required to complete paperwork for many of the employees essential job functions and to observe client behavior and activities in and out of the facility.The normal work routine involves no exposure to human blood, body fluids or tissues. However, exposure or potential exposure may be required as a condition of employment.Appropriate personal protective equipment will be readily available to every employee.WestCare is an Equal Opportunity Employer. Employment at WestCare is contingent upon successful completion of a pre-employment drug test, pre-employment physical and criminal background check.