Administrative Assistant

Professional Child Development Associates, Inc. Pasadena , CA 91101

Posted 3 weeks ago


Under the direction of the Programs Department Head, an administrative assistant is responsible for the following:

  • Ensure accuracy of billing in electronic billing record for Programs Department
  • Coordinates New DI Training under the guidance and supervision of the Programs’ Department Team.
  • Primary administrative support to clinical department head, program specialists and clinicians, facilitating smooth, efficient and productive departmental services and agency operations for identified programs-Teen Buddies and Young Adults
  • Assist department heads and program specialists in developing efficient and productive departmental administrative procedures
  • Coordinate referral inquiries under the direction of the department head, and refer callers to the identified department supervisor or clinician, as needed
  • Contact families and facilitate timely scheduling of assessment and ongoing clinical services; maintain communication with the department head, family, and referral source to promote relationships and avoid potential delays and/or loss of referrals
  • Maintain excellent customer service protocols with consistently friendly, cheerful and helpful attitude with families, the community and other PCDA employees at all times
  • Data entry for clients in electronic health record, and other agency software
  • Maintain updated client data, documentation, and funding authorizations; monitor and follow up on funding contracts with funding agencies and families as needed
  • Maintains Clinical Training Calendar for all staff and Programs Team
  • Assist department managers with routine and specialized tasks as needed
  • Monitor and order office and clinical supplies
  • Participate in administration meetings and coordinate with other administrative staff to facilitate efficient and productive agency administrative operations
  • Provide coverage for receptionist and other administrative staff absences, as assigned
  • Assist with other office and client management functions, as assigned

Position status: full time, Monday through Friday, 8:30 AM to 5:00 PM

Equipment used: Microsoft office suite including Word, Excel and Outlook; internet. Knowledge of Evolv software desirable


High school diploma required, college degree desirable; excellent verbal skills and accurate spelling and grammar skills in both English and Spanish required. Pleasant, cheerful interpersonal and customer service skills required. Ability to work on a team. Professional maturity, reliability and thoroughness in all job details. Ability to manage, prioritize and complete multiple tasks, utilize effective problem-solving skills, and work with minimal supervision required. Bilingual Spanish necessary. Fingerprinting and TB clearance required prior to start of employment and employment is conditional based on criminal clearance by state and federal agencies

Salary: based on experience

References required.

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Administrative Assistant

Professional Child Development Associates, Inc.