Executive Assistant II

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 $91,296.10 annually. 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.

JOB SUMMARY

Scheduled Hours per Day: Monday-Friday from 8:30am-5pm

Works within the vision, mission and philosophy of the agency. Exercises independent decision making in assignments, coordination of activities with external contacts, Board members and agency staff. In the executive's absence, may act for the executive in providing direction or guidance to resolve immediate issues. Receives and distribute incoming documents, telephone inquiries, and other communication to the executive or other senior executives as appropriate.

RESPONSIBILITIES AND DUTIES

1.Applies the highest level of confidentiality and recognize the level of confidentiality necessary for various types of information.

2.Applies knowledge of agency practices and organizational requirements.

3.Participates in or leads activities at an agency level to help agency meet requirements or regulatory standards.

4.Receives and reviews significant communications to the agency; conducts research and analysis to support executive decision-making with relevant background information.

5.Edits agency documents for grammar, spelling and formatting. May recommend or alert executive to the need for revisions to documents based upon extensive knowledge of agency and outside organization contact and experience.

6.As a representative of the agency, maintains appropriate professional and courteous manner in communicating with members of outside agencies, vendors, youth and families.

7.Coordinates and manages special events.

8.Independently creates forms, reports manuals, filing systems and the like in order to facilitate completion of agency business.

9.Acts as an informed source of company policies and procedures by answering questions or routing to appropriate employees for answers.

10. Handles administrative functions including budgets, ordering of office supplies and equipment, and performing or arranges for routine maintenance of basic office equipment.

11. Keeps track of all expenses and assist in conducting reconciliation and preparing reports on activities costs.

12. Works well with colleagues at all levels of the organization.

13. Observes and participates in committees and continuous quality improvement activities as needed

14. Other related responsibilities, as assigned, to support specific department/business needs.

JOB SPECIFIC COMPETENCIES

• Administrative Acumen

• Clerical Skills

• Initiative

• Integrity And Trust

• Project Management

CORE ABILITIES

Ability to:

• Exhibit a broad knowledge and understanding of customer satisfaction, customer service, and communication techniques.

• Maintain initiative, reliability, and forecast/resolve problems in a timely manner.

• Perform research, gather information, and develop resources to fulfill the demands of the position.

• Read, understand, and interpret various communications and recognize implications to the agency.

• Read and understand financial statements and budgets.

• Conceptualize, develop, and communicate agency identity.

• Differentiate and balance needs through priorities and importance.

• Establish leadership and mentoring examples to administrative assistants.

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 essential job functions.

MINIMUM EDUCATION AND/OR EXPERIENCE

• Associate of Arts or Science (A.A./A.S.) degree.

• Four (4) years of progressively responsible executive administrative experience or five (5) years of senior level Administrative Assistant experience.

• Computer skills: intermediate to advanced skill with Microsoft Office (Word, Excel, PowerPoint, and Outlook) and other software applications such as database management or organizational and flowchart software).

OTHER SPECIFIC REQUIREMENTS

• Experience with Shorthand and efficient note taking.

• Self-starter and proactive.

PREFERRED QUALIFICATIONS

• Typing speed at seventy (70) words per minute (wpm).

• Experience with alpha/numeric key coding preferred.

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.