Administrative Assistant

at  El Centro de Amistad

JOB DESCRIPTION

Department: SAMHSA – Project Launch Location: All Locations
Job Title: Administrative Assistant Reports to: IECMH Program Director
Exempt/Non-Exempt: Non-Exempt Revision Date: 8/25/2024
Position Type: Full-Time (40 hrs./week) JD Approved by: Tania Fallert Del Gatto
Pay Range $19-21 Apply at: Maria.w@ecda.org

POSITION SUMMARY

The Administrative Assistant reports to the Infant & Early Childhood Mental Health (IECMH) Program Director (PD) and is
responsible for assisting with the oversite of intakes, referrals, screenings, training, data, outcome measures and invoices.
The candidate ensures timely and accurate coordination of all required tasks, has excellent record keeping, organizational
skills, meets deadlines and interfaces with the PD, consultants, and staff on a regular basis. The candidate is responsible
for registering staff for trainings, assisting with social media campaign, Youth Child Wellness Council (YCWC), special
projects, creating, and completing specialized and ongoing reports and presents as needed. The staff will work in support
of developing and promoting other relevant projects as necessary. The candidate must efficiently navigate technological
issues, the Agency’s Electronic Record System, multiple data bases, google drive, spreadsheets, and other computerized
systems ongoing. Other duties may be assigned as needed.

QUALIFICATIONS AND EDUCATION REQUIREMENTS

• High School or higher level of education and/or experience desired.
• Bilingual (English/Spanish) with excellent oral and written communication skills.
• Must have great organizational skills, be detail oriented and a self-starter with the ability to multitask.
• The ideal candidate should be personable and have experience in the social services field with familiarity in the
  mental health field.

JOB DESCRIPTION

• Candidate needs to be motivated and able to communicate effectively, and efficiently, both verbally and in written

format.

• Strong computer literacy including Microsoft Office (Word, Excel, Access), Adobe PDF, CANVA, Zoom, Google Drive

(Sheets, Docs, etc.), Internet, calendar/scheduling tools, Survey Monkey and other standard equipment.

• Must clear HIPAA certification, Department of Justice, and TB clearance.
• Must have a reliable vehicle/access to transportation, valid California driver’s license, and be responsible for all

liability on vehicle.

• Must be able to manage the Agency’s electronic recordkeeping system.

PREFERRED SKILLS

• Administrative experience preferred.

• Responsible for assisting supervisor with oversite of Program needs and other tasks as needed.
• Assists with incoming calls, intakes, screenings, referrals, and linkage to client service-related issues.
• Assists with organization, training, evaluation and input of data and outcome measures.
• Assists with social media campaign, Youth Child Wellness Council (YCWC), conferences and other projects as

assigned.

• Ensures that quarterly, yearly, and other reports are efficient, organized and submitted by deadlines.
• Meets with Supervisor, Consultants, Therapists, Lead Evaluator(s), Intake, Quality Assurance, Information

Systems and other staff or Departments as needed.

• Responsible for maintaining current records, creating spreadsheets and systems to efficiently collect and report

information pertinent to Program’s needs.

• Manages and organizes staff training items, invoices, and other administrative tasks.
• Attends designated trainings, trains staff on specific tasks and conducts presentations as requested.
• Communicates clearly in writing and verbally in-person, virtually and via email.
• Works on special projects and performs administrative office duties as assigned by supervisor.
• Works collaboratively and harmoniously with staff to keep information current.
• Assists receptionist with telephone responsibilities.
• Attends supervision and other meetings as assigned.
• Responsible for informing supervisor of scheduled trainings, meetings with other staff and time off in writing.
• Must be culturally competent and sensitive.
• Works in compliance with ECDA & SAMHSA policies & procedures, and HIPAA laws and guidelines.
• Staff must believe in and act in accordance with Agency’s and the program’s mission statements.
• In accordance with our “team” philosophy, the person filling this position may occasionally be required to carry

out or assist with other tasks in addition to the duties listed on this job description.

• Travel, weekends and after hours may be required.