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SalaryMental Health America of Los Angeles (MHALA) has been a pioneer in Mental Health services, advocacy, innovation, and training for nearly a century. As one of the most comprehensive social service agencies in LA County, MHALA provides integrated Mental Health, physical health, wellness, employment, housing, education and outreach services, with special programs for transition age youth and Veterans.
MHALA works to ensure that its employees are just as cared for as its members. Communication, collaboration, transparency and a healthy work/life balance are core components of the agency culture. Employees are encouraged to engage in self-care and can enjoy a 35-hour workweek.
MHALA fosters diversity at all levels of the organization. The agency promotes a team-oriented culture that offers opportunities for growth. We are proud to offer a competitive salary and full benefits package, including an employee assistance program, and generous paid time off.
Administrative Assistant
35 hours per week / $24.00 per hour
(The actual compensation will be determined based on experience and other factors permitted by law.)
Summary: Under the direct supervision of director, answers telephone lines and directs calls, greets and directs visitors and vendors and provides clerical and administrative support to general office functioning as needed or required during a temporary assignment.
Essential Duties and Responsibilities: This is not an exhaustive task list, and other duties may be assigned as deemed appropriate or necessary by the supervisor or program director. Reasonable accommodation will be provided to any qualified person with a medical or psychiatric disability, providing it will not change the essential nature of the position, nor cause undue hardship to the Agency’s operations. MHALA is an equal opportunity employer and service provider. The Agency will consider individuals with a criminal history.
- Answer incoming phone lines, screen and route calls as necessary. Give information to callers, takes messages, retrieves, records, and delivers messages from after-hours answering machine. Arrange and connect conference calls.
- Maintain understanding of Health Insurance Portability and Accountability (HIPAA) regulations and complies with these regulations when answering calls, emails, faxes, etc.
- Greet, direct and assist visitors. Monitor whereabouts and availability of office staff.
- Sort and route incoming mail, prepare outgoing mail, arrange for special mail services (i.e., FedEx or UPS). Monitor and distribute in-coming faxes.
- Order and distribute supplies, order routine printing for office staff; provide light typing, filing, faxing, sorting/collating, envelope stuffing, photocopying and other similar tasks as needed or requested, and keeps office areas clean and organized.
- Collect TAY bucks from participating vendors and creates invoice and check requests as needed.
- At times may drop off inter-office mail at different sites, picking up checks, etc.
- Maintain office and program calendars. Prepares conference and meeting rooms; opens/locks up office, and performs other similar routine clerical and light administrative support tasks.
- Create and supplies business cards for staff.
- Create reports and data entry as directed by supervisors. Is responsible for reviewing TAY and HSSP reports for correctness and accuracy of inputted figures. Prepares, enters and tracks corrections as needed. Reviews, assesses, researches, compiles, reconciles and produces a wide range of data and reports as needed or required by senior management, program administrators, auditors and/or funding sources
- Maintain the appearance of the front office, and keeps the kitchen clean and organized.
- Assist supervisor with managing filing system(s) of program documents.
- Attend and participates in staff meetings and other aspects of the day-to-day operations and community life of the worksite.
- Complete daily summary of team meeting notes and forwards notes to the TAY and HSSP teams.
- Enter prescriptions into Department of Mental Health (DMH) system as needed, and coordinate prescription entering with medical staff and pharmacies.
- Work cooperatively with other staff to assure the smooth and seamless delivery of comprehensive administrative services to the Agency and its members
- Assist supervisor and program managers with managing filing system(s), billing records, correspondence, business documents, announcements/flyers and other records pertaining to general office management and functioning. Assists programs or departments with clerical and administrative tasks.
- Work cooperatively with other staff to assure the smooth and seamless delivery of comprehensive services to the Agency and its members.
- Perform clerical tasks and provides administrative support for TAY and HSSP staff.
- Create a welcoming environment by greeting, directing, and assisting visitors, managing whereabouts and availability of office staff.
- Responsible for being aware of team plans for service delivery with members, and creates and maintains boundaries as needed to support services provided to members.
- Create and maintains appropriate social boundaries with program members.
Position requirements:
- High school diploma or GED preferred
- 1 – 2 years’ experience in an office setting answering phones and performing general clerical duties preferred.
- Must function well in a team-oriented approach to member services.
- Must possess the skills and ability to understand and tolerate environmental variables and actively engage in processes and practices (i.e. Pro-Act) that enhance the probability of the best possible outcome for everyone.
- Pleasant and helpful telephone demeanor, neat and clear handwriting, and the ability to record complete, accurate telephone messages.
- Good working knowledge of all basic office machines, including PC’s and printers, standard telephone switchboards, photocopiers, fax machines, postage meters, etc. The ability to access, edit and print word-processing and spreadsheets files.
- Must have excellent English reading, writing and communication skills, excellent computer skills, and highly organized and be able to juggle multiple tasks at one time.
- Must be calm, patient, and empathic individual with excellent listening skills and the ability to relate positively to a wide variety of people, including co-workers, members, family members and community partners and responding appropriately when experiencing interpersonal conflict with others.
- Must possess a very high degree of accuracy in data entry, and be able to research, review, reconcile, correct and produce system data and report data.
- Must demonstrate the ability to maintain an empathetic “clear-eyed detachment’ for the dilemma of individuals in severe need, have a tolerance for frustration and delayed gratification, and able to juggle creatively and successfully around a variety of barriers that keep individuals from successful personal and community living.
- Must be a proactive “self-starter” whom will identify administrative needs of the program and develop solutions in collaboration with program staff and leadership.
- Accurate typing at 25-35 wpm. Excellent understanding of Microsoft Office (Word, Excel, PowerPoint, etc.)
- Bilingual English/Spanish preferred.
- Must exhibit good personal judgment and discretion when dealing with individuals. Must be self-directed and dedicated to fulfilling the demands of the position.
- Must possess a current class C driver’s license, a vehicle for transportation, proof of valid automobile insurance, and the ability to be insured by MHALA liability insurance.
- Flexible work schedule to include some evenings, weekends, and on call cell phone services when necessary
- Driving with current class C driver's license, a vehicle for transportation, proof of valid automobile insurance, the ability to be ensured by MHA liability insurance and conditions of employment
- TB clearance and annual retesting are conditions of continued employment
- COVID-19 vaccination is required for this position. Accommodations will be considered with proof of a legal exemption.
