Job: Office Assistant Program

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Jobing Description

Under the direction of the Friend to Friend Program Manager, the Office Assistant will manage the reception area of the Friend to Friend Program, a program that serves the mentally ill, homeless, adult population of central San Diego. Welcome all guests to our establishment. Provide resources to those in need of services. Answer phones, forward calls, take messages, and provide exceptional customer service.
Provide clerical duties including filing, charting, organizing, copying, mailing, data entry and other related clerical duties in conjunction with the workflow of the reception area. The Office Assistant will also be responsible for the program supply and inventory processes.

Welcome, screen and direct all guests, incoming calls and other traffic inflows into the Friend to Friend facility and program.
Answer and manage incoming phone calls and sign-in logs and other intake documents in a timely, friendly and accurate manner.
Welcome visitors and help meet their needs by directing them to the correct staff person, resources, service, room, or provider.
Make and serve coffee to clients, guests and visitors.
Keep the reception area clean, inviting, and organized.
Transfer calls to the proper employee or voice mail or take clear written messages if needed.
Retrieve and follow up with phone messages from the general voice mail box.
Provide clerical duties including filing, data entry, charting, organizing, copying, and mailing.
Keep track of all new referrals and volunteer hours.
Maintain a referral tracking system.
Maintain supply of internal forms by making copies as needed.
Maintain kitchen cleanliness and supplies.
Train volunteers on tasks such as reception, janitorial, and filing. Provide support to volunteers and/or assistance as needed.
Provide skill building activities for our clients.
Maintain accurate recordkeeping, receipts and organization of donations.
Date stamp, sort and distribute mail as appropriate to staff and clients.
Manage program inventory and supplies
Participate as an active member of the program team, encouraging and building mutual trust, respect, and cooperation among team members and clients.
This job description is not intended to be all-inclusive and the employee will also perform other reasonably related duties as assigned by the immediate

Skills / Requirements

High school diploma, GED required.
Some vocational training or job-related course work preferred.
One year previous work-related skill, knowledge, or experience is preferred.
Mental health consumer in recovery, or family member of a mental health consumer helpful, but not required.
Experience working with the adult mentally ill and/or homeless and/or disabled populations, including those with co-occurring disorders, including substance abuse helpful, but not required.
Knowledge of Spanish preferred.
LICENSES & CERTIFICATIONS:
Must pass criminal background check, including Live Scan fingerprinting.
Must have Valid California driver‚s license and automobile insurance.
Must have CPR/AED and First Aid certification or be willing to acquire on the job.
Must have medical clearance certifying absence of TB.
Free from federal debarment.

All new hires start at the entry level salary. Management reserves the right to start an eligible candidate at a higher rate based on experience and funding availability.
Staff must be comfortable interacting with a diverse array of clients, being in contact with clients who may not be in touch with reality, addressing difficult conversations, managing volatile situations, setting limits, etc.
Adherence to all funding source and agency policies and procedures as they relate to the mission and purpose of the program.
Adherence to the corresponding discipline‚s Laws & Regulations and Code of Ethics.
This position is located in an office environment that provides case management and supportive services to the homeless, many of whom may or may not have co-occurring issues relevant to mental illness, domestic violence, substance abuse, a criminal history, HIV/AIDS, and so forth. Clients can and do visit the office and staff must be skilled and comfortable interacting in a respectful, sensitive, and culturally relevant manner at all times.
This job includes close vision and the ability to adjust focus; read and interpret data, information and documents; analyze and solve problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform work on multiple, concurrent tasks and interact with program management, staff, volunteers, representatives of public agencies and community organizations and others encountered in the course of work.