Administrative Support Associate

Company Description: NAMI San Diego & Imperial Counties (National Alliance on Mental Illness) is a nonprofit organization that provides free education, support services, and advocacy to improve the quality of life of everyone affected by mental illnesses.

Next Steps is a partnership of three community organizations: MHS (Mental Health Systems Inc.), NAMI San Diego & Imperial Counties and UPAC (The Union of Pan Asian Communities), with NAMI SD/IC as the lead agency. This integrated care program funded by San Diego County addresses the physical health, mental health and substance use needs of participants; along with their needs for food, clothing, shelter, transportation and other social services. Staff provides clients and family members who visit the San Diego County Psychiatric Hospital (SDCPH), its Emergency Unit, and designated community clinics and programs with onsite support and resource information that promotes successful recovery and reentry into the community. The team consists of trained Peer Specialists, Family Member Specialists, Recovery Services (AOD) Counselors, Nurses, Behavioral Health Consultants and Health Navigators, most of whom have lived experience with serious mental illness, substance use or a co-occurring disorder, or have a family with lived experience. Staff offers services that are culturally and linguistically appropriate.

Primary Responsibilities/Function: The Administrative Support Associate's primary responsibility and function is to support the Next Steps program in staying organized and ensuring all compliance items are tracked and up to date.

Duties and Responsibilities:

• Answer all calls coming into program and help triage callers' needs including referral to program or other community support needs.
• Provide clerical and Administrative Support to the program and to leadership, including:
  • Acting as primary liaison with our Information Technology department to help assist staff with IT needs.
  • Organizing physical and electronic client charts for easy access. This includes filing all loose paperwork, organizing charts, and tracking all charts.
  • Tracking program participants for reporting.
• Responsible for overall efficient and effective operation of program office.
  • Tracking program current supplies and program needs.
  • Organizing Amazon orders.
  • Tracking client items such as bus passes and Tracfones.
  • Copying documents for program staff and leadership.
• Create client charts and enrollment packets as needed.
  • Expectation to be completed by the end of the day.
• Transfer information and documents via fax, email, mail, or PDF
• Conduct special projects as assigned by leadership.
  • Inventory.
  • Tracking flex funds.
  • Submitting receipts and accounts payable forms to bill.com.
  • Monthly logs/statements.
• Successfully function as a team member and collaborate with co-workers.
• Greet and receive program visitors and clients as needed.
• Train other admin/staff as needed.
• Collaborate with IT and ensure technical operations for the office.
• Other duties as assigned.

Accountability: Reports to NAMI San Diego Next Steps Directors

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

• Prolonged periods sitting at a desk and working on a computer.
• Prolonged periods of standing and walking.
• Must be able to lift up to 15 pounds at times.

Minimum Requirements, including linguistic and cultural skills, education, experiences, licenses and certifications:

• Must have a satisfactory driving record.
• Able to communicate effectively, verbally and in writing.
• Basic knowledge of computer software (Microsoft Office, Word, Excel), email, and web navigation.
• Experience as an administrative assistant, preferably in a behavioral health program/agency.
• Prior history of reliable and consistent attendance.
• Able to communicate effectively both verbally and in writing.
• Ability to problem-solve and work independently.
• Strong customer service skills in person and on the phone.
• Organized and attentive to detail.
• Demonstrated ability to maintain confidentiality and treat client information with sensitivity.
• Experience living with mental illness, substance use or co-occurring disorder; or a family member of a person with lived experience; preferred, but not required.
• Demonstrated cultural competency.
• Working technical knowledge of current network protocols, operating systems, and standards.
• Ability to operate tools, components, and peripheral accessories.
• Able to be flexible and work weekdays as well as a weekend day when needed.
• Clear TB Test.
• Added plus: bilingual and bicultural in Spanish, Arabic, Vietnamese, Tagalog or other Asian language.