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Form of workJob Description
BASIC FUNCTION
To uphold the company’s mission of providing high quality customized care by maintaining general office operations and supporting administrative staff.
RESPONSIBILITIES
1. Answer phones, direct calls and take voice messages.
2. Greet all visitors to office and direct them to appropriate personnel/offices.
3. Maintain electronic and paper files, creating and modifying when appropriate.
4. Perform general research, document preparation, and basic database work as needed.
5. Assist in taking meeting notes and filing or distributing, as instructed.
6. Coordinate logistics for administrative staff’s activities, events, and meetings as needed – location/venue, agendas, materials, refreshments, technical needs, etc.
7. Pick-up and deliver items related to client/patient care.
8. Create, edit, and update spreadsheets and documents using Microsoft Office and Adobe.
9. Maintain office areas utilized by visitors and employers and ensure that they are organized, clean, and presentable at all times.
10. Track inventory of company property and supplies and work with appropriate staff for replenishment.
11. Assist administrative staff with projects such as proofreading, invoicing, scheduling, copying, scanning, etc., as needed.
12. Oversee social media accounts and assist in creating media for digital posts and physical print.
13. Comply with HIPAA standards and maintain confidentiality.
14. Oversee scheduling and tracking of services for caregivers utilized with county services.
15. Undertake projects and other duties as assigned.
CORE QUALIFICATIONS/REQUIRED SKILLS
1. Excellent written and oral communication, customer service, and interpersonal skills with the ability to interact effectively with all levels of staff and external relations by phone, email, and in person.
2. Proficient in working with Adobe (PDFs), Microsoft Office (Word, Excel, Outlook, Access.), Gmail, and Google Calendar.
3. A positive attitude and a high level of flexibility.
4. Ability to work collaboratively with a team and independently with little supervision.
5. High level of professionalism and discretion in handling sensitive and confidential information.
6. Ability to multitask effectively, manage time appropriately, and prioritize.
7. Successful organization and high attention to detail.
8. Interest in company’s mission and advocacy for seniors and individuals with disabilities.
EDUCATION AND TRAINING
Associate’s or Bachelor’s degree, highly desirable. In some cases, extensive experience working in an office may be substituted.
EXPERIENCE
Minimum one year of experience as an administrative professional in an office setting. One year of experience in coordinating and scheduling preferred. Two years of experience in customer service preferred.
OPPORTUNITY FOR INCREASED HOURS AND PROMOTION BASED ON JOB PERFORMANCE.
With a commitment to community and furthering quality of life for all individuals, no matter their circumstances, L.I.F.E. Inc. also serves as a Lead Organization for the California Community Transitions (CCT) project. The CCT project is a Medi-Cal funded program run by the State of California's Department of Health Care Services.
