Divisional Assistant

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 per hour. 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.

Program Type: FSP, MHSA, Cal Works

Population Served: 24-100

POSITION SUMMARY:

Provide administrative support to the Divisional Director and the Associate Divisional Directors.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Updates organizational chart for the Division on a monthly basis.

• Monitors and keeps track of the Division's expenditures, such as petty cash, conference registration fees, and discretionary funds. Ensure budget compliance.

• Handles registration for employees attending conferences or training organized by Pacific Clinics or outside organization.

• Updates on-call schedule and staff emergency phone list for the Exchange answering service.

• Attends and takes minutes for Program Director's meeting and other meetings as required.

• Prepares divisional PowerPoint Presentations and/or conference materials.

• Provides clerical and secretarial support to the Divisional and Associate Divisional Directors as needed.

• 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 school 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.

QUALIFICATIONS:

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.

ORGANIZATIONAL RELATIONSHIPS/INTERACTION:

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

EDUCATION and/or EXPERIENCE/POSITION REQUIREMENTS:

• High School graduate with related work experience; or A.A. degree or equivalent from a two (2) year college or technical school; or a minimum of four (4) years of office experience and/or training; or equivalent combination of education and experience.

• Demonstrated knowledge of program/department policies and procedures or ability to rapidly attain the knowledge.

• Able to prioritize assignments, multi-tasking, and perform under pressure and with tight deadlines.

• Advanced computer skills and ability to compose and create correspondence using correct form and grammar.

• Basic mathematical skills to monitor routine budgets, calculate/balance invoices, time sheets and similar.

• Excellent communication skills and ability to interact with all levels of staff and management.

• Excellent organization skills, detail-orientated, analytical and logical problem-solving skills.

• Ability to establish and maintain complete and confidential files, records and official documents.

• Bilingual skills in the appropriate language for the Clinics' clients is highly preferred.

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

Physical Requirements

While performing the duties of this job the employee is frequently required to stand or sit. The employee is required to use hands to produce records and/or documentation in manual or electronic format. The employee must regularly lift and/or move up to 5 pounds and occasionally move or lift up to 10 pounds.

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.

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.