Office Specialist

Didi Hirsch Mental Health Services; Los Angeles (CA); On-site; USD 26,000 - 30,000; Full time

Job summary

Didi Hirsch Mental Health Services seeks an Office Specialist for our Century City, CA campus. This on-site role supports multiple programs with reception, scheduling, and confidential administrative tasks. The position operates Monday–Friday, 8:30am–5:00pm, and offers on-site teamwork in a nonprofit mental health setting.

You will greet clients, coordinate communications, and assist with finances and program support, contributing to a responsive and organized office environment.

Qualifications

• High school diploma required.
• Minimum of six months of administrative or customer service experience.
• Customer service experience in healthcare setting, preferably mental health, is highly desired.
• Bilingual in Spanish preferred but not required.

Responsibilities

• Greet and assist clients, vendors, and visitors.
• Answer and route incoming phone calls.
• Check clients in and notify the therapist of arrival.
• Maintain confidentiality per HIPAA and agency policies.
• Maintain health records per Federal and State guidelines.
• Provide professional customer service to staff, clients, visitors, and vendors.
• Prepare, process, and file documents, forms, and correspondence.
• Maintain electronic and paper records.
• Assist with reports, spreadsheets, and data tracking.
• Manage calendars and meeting schedules.

Skills

Customer service

Organization

Data entry

Scheduling

Confidentiality

Spanish language (preferred)

Education

High school diploma

Tools

Microsoft Office

Excel

PowerPoint

Organizational charts

Project management tools

Job description

Office Specialist (Olympic Suicide Prevention Center)

This is an on-site position based in Century City, CA. The schedule is Monday through Friday from 8:30am-5:00pm.

The pay for this position is $19.87-$22.85 per hour.

Ask us about loan repayment programs you may qualify for by working at Didi Hirsch.

Didi Hirsch Mental Health Services has been a national leader in whole-person mental health, crisis care, and substance use services since 1942 and is home to the nation’s first Suicide Prevention Center. We are a nonprofit organization providing care to about 270,000 people annually across our programs. Didi Hirsch has deep roots in community-based mental health and a commitment to providing culturally responsive services that are just and equitable.More than 1,000 dedicated employees and volunteers make Didi Hirsch’s work possible.

Summary

As an Office Specialist, you will provide administrative support to various program or departments, greet and assist clients and visitors, and direct them to the appropriate staff.

Primary Duties

Client & Reception Support

• Greet and assist clients, vendors and visitors.
• Answer and route incoming phone calls.
• Check clients in and notify the therapist of the clients’ arrival.
• Maintain confidentiality in accordance with HIPAA and agency policies.
• Maintain health records in compliance with Federal and State guidelines and agency policies.
• Deliver professional customer service to staff, clients, visitors, and vendors.

Administrative Support

• Prepare, process, and file documents, forms, and correspondence.
• Maintain electronic and paper records.
• Assist with reports, spreadsheets, and data tracking.
• Manage calendars and meeting schedules.

Financial & Billing Support

• Assist with invoices, purchase orders, expense reports.
• Track program expenses and office supply budgets.
• Coordinate with finance and billing departments.

Program & Staff Support

• Provide administrative support to clinicians, supervisors, and program leadership throughout our crisis line, counseling, outreach, prevention, or training programs as needed.
• Assist with community events, workshops, and outreach activities.
• Coordinate meetings, trainings, and events.
• Assist with purchasing items for meetings.
• Procure meeting materials and supplies, support meeting setup and logistics, and assist with post-meeting cleanup and organization.
• Prepare meeting materials, agendas, and minutes.
• Sorts and distributes incoming mail; prepares outgoing mail including internal office mail, external mail, overnight services, delivery services and registered mail.

Office Operations

• Order and maintain office supplies and equipment.
• Coordinate facility maintenance requests and vendor services.
• Monitor inventory of program materials and resources.
• Ensure common areas, conference rooms, and workspaces are organized and operational.
• Assist in assuring all safety and health standards are followed and reports safety issues within the facility in a timely manner.
• Develop and maintain administrative and clerical skills through seminars, workshops or other forms of training/education.
• Attend and actively participate in team and staff meetings, when required.

Compliance & Records Management

• Maintain confidential client and personnel records.
• Ensure forms and documentation comply with regulatory and accreditation requirements.
• Assist with audits, record requests, and quality assurance activities.
• Communicate professionally and compassionately with individuals experiencing mental health challenges.

Position Requirements

• High school diploma required.
• Minimum of six months of administrative or customer service experience required.
• Customer service experience in healthcare setting, preferably mental health, is highly desired.
• Bilingual in Spanish preferred but not required.
• Customer service and interpersonal communication.
• Organization and attention to detail.
• Data entry and records management.
• Scheduling and calendar management.
• Proficiency with Microsoft Office, Excel, PowerPoint, Organizational Charts and Project Management tools.
• Ability to maintain confidentiality and handle sensitive situations with empathy and professionalism.
• Knowledge of English, spelling, punctuation, and general office practices and procedures.
• Demonstrated customer service skills with ability to provide prompt, friendly courteous service to callers, visitors, clients and staff.
• Effective work organization skills and ability to work with minimal supervision.
• Basic math skills to calculate routine data.
• Support the values and mission of Didi Hirsch as related to employment.
• Know and comply with Agency policies and procedures.
• Present ideas, information, and viewpoints clearly, both verbally and in writing.
• Demonstrate commitment to team objectives and Didi Hirsch philosophies.
• Adapt to changing needs by acquiring new skills and knowledge.
• Current California driver’s license, car insurance, and a driving record acceptable to the Agency’s insurance carrier.

Our Vision

A future where everyone has equitable access to care and is empowered to achieve optimal mental health and well-being.

Our Mission

Didi Hirsch provides compassionate mental health, substance use, and suicide prevention services to individuals and families, especially in communities where discrimination and injustice limit access.

Core Values

Excellence: We are constantly innovating, learning from the communities we serve, and applying the latest research to advance best practices. We uphold the highest ethical standards to ensure we are providing compassionate and excellent care.

Diversity & Inclusion: We value diversity of background, experience, and ideas. We celebrate differences and prioritize creating a sense of belonging.

Equity: We are dedicated to promoting health equity in our communities, and we work to dismantle disparities and discrimination within both systems of care and society.

Well Being: We are devoted to the well-being of our staff, volunteers, and communities, and believe healthy teams lead to healthy clients.

Advocacy: We advocate across all levels of government and use our voice to reduce barriers to care with the goal of access to high quality, integrated healthcare for all.

Community Engagement: We build partnerships in the community and across sectors to create a more inclusive and responsive mental health ecosystem and enhance greater accessibility to care and support.

#LI-AM1 #LI-Onsite

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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