Administrative Assistant Corp. Housing

Who We Are

Pacific Clinics is California's largest community-based nonprofit provider of behavioral and mental health services and support. Our team of more than 2,000 employees speak 22 languages and are dedicated to offering hope and unlocking the full potential of individuals and families through culturally responsive, trauma-informed, research-based services for individuals and families from birth to older adults.

Who We Serve

Pacific Clinics serves children, transitional age youth, families, adults, and older adults. We offer a full range of mental and behavioral health services, foster care and social services, housing, continuing adult education and early childhood education programs to Medi-Cal eligible individuals and families throughout Alameda, Contra Costa, Fresno, Kings, Los Angeles, Madera, Orange, Placer, Riverside, Sacramento, San Bernardino, San Francisco, Santa Clara, Solano, Stanislaus, Stockton, Tulare and Ventura Counties.

What We Offer

• The compensation for this position can be up to $23.02 hourly. Compensation will vary based on qualifications, skills, experience, and geographic location. The salary range may also vary if you reside in a different location than the location posted.

• We Offer Medical, Dental & Vision benefits, retirement options, Flex Spending, EAP, and more!

• Employee engagement and advocacy opportunities to advance our justice, equity, diversity, and inclusion agenda across our Agency and throughout the communities we serve.

Primary responsibility is to provide administrative and secretarial support to the housing department. This position will also be responsible for office organization and will assist with a variety of administrative duties.

• Meets with direct supervisor on a daily basis to receive work, establish priorities for the day and keeps track of staff vacation and performance appraisals.

• Answers/screens phone calls and takes messages as needed.

• Collects and manages consumer housing data, generates management reports related to master lease facilities, vendors, Housing and Urban Development (HUD) and Section 8 housing.

• Prepares all rental agreements, check requests, vendor service agreements and housing related notices.

• Manages vendor invoices, housing payments and ensures proper documentation is obtained in accordance with Agency policy.

• Assists with the development of housing trainings, schedules conference rooms, prepares materials and manages required documentation.

• Manages internal departmental systems related but not limited to; active / non active consumers, progress notes, consumer referrals, staff new hire on boarding / off boarding and landlord directory.

• Orders and maintains department supplies and arranges for equipment maintenance. Tracks expenditures for department supplies.

• Maintains proper filing of office records and information as needed, including maintaining master files for all forms, policies and procedures.

• Organizes the workflow of requests for proposals or packages including obtaining the necessary documents and deadlines for due dates.

• Prepares and maintains staff meeting minutes as needed.

• Provides clerical and computer-related help with the preparation of proposals, training materials, monthly reports, and contracts as assigned.

• Prepares outgoing correspondence, performs word processing, spreadsheet input, and data base duties as assigned.

• Provides backup and assists other departments with projects as needed.

• Ensures that all staff seeking consultation receives the appropriate care, service or referral to the appropriate information source.

• Communicates effectively and promotes favorable interaction with managers, co-workers and others.

• Attends and participates in staff meetings to provide input towards program development and staff training.

• Interacts with other internal programs, clinical/support staff and external sources such as property management, housing authorities, Department of Mental Health (DMH), or community personnel as applicable.

• Reports to work on time and maintains reliable and regular attendance.

• Models Pacific Clinics' approach, mission and core values in all communication and correspondence.

• Communicates effectively in a culturally competent and diverse consumer population and promotes favorable interaction with managers, co-workers and others.

• Performs other duties as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Initiate and maintain professional interactions and communication with Clinic's employees and/or others.

• High school diploma with some college preferred.

• Minimum two (2) to three (3) years administrative support experience.

• Ability to compose and set up correspondence using correct form and grammar.

• Knowledge of word processing, Windows, and basic knowledge of general computer equipment (keyboard, monitor and printer features).

• A basic understanding of business or public administration principles.

• Effective verbal and written communication skills, Bilingual abilities consistent with program/client needs strongly preferred.

• Must possess a valid California driver's license and maintain an insurable driving record under the Clinics' liability policy.

Equal Opportunity Employer

We will consider for employment qualified Applicants with Criminal Histories in a manner consistent with ordinance 184652 Sec.189.04 (a) and San Francisco Police Code, Article 49. Section 4905.