Program Assistant - APLA Health

POSITION SUMMARY:

The Program Assistant is responsible for providing clerical and organizational support to the Housing Supportive Services Regional Office and performs all duties in accordance with the organization's policies and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serve clients by greeting, welcoming in a professional manner, and directing them appropriately.

• 35% of time

• Answer and address incoming phone calls in a timely and polite manner.

-35% of time

• Provide clerical support including but not limited to, filing documents accurately; maintaining equipment; sorting and routing mail; reporting any malfunctions; perform data entry into various database systems.

-15% of time

• Other Responsibilities include:
  • Inform visitors by answering or referring to inquiries.
  • Determine visitors’ needs in a professional manner.
  • Provide clerical support including, but not limited to, filing documents accurately, maintaining equipment and reporting any malfunctions.
  • Performs inventory of office supplies and orders what is needed according to office protocol.
  • Inform prospective clients of the full range of services available within the region.
  • Effectively communicate and consult with the team to ensure timely follow up.
  • Facilitate meetings; including setting agenda items; record and transcribe minutes and meeting notifications.
  • Receive deliveries, sort and route incoming mail and prepare and deliver outgoing mail.
  • Perform data entry into various database systems.

OTHER DUTIES MAY BE ASSIGNED TO MEET BUSINESS NEEDS.

REQUIREMENTS:

Training and Experience:

High School diploma or GED equivalent required, College degree in related field preferred.

Knowledge of:

This position requires knowledge and expertise in the use of the internet, the Microsoft Office Suite of products, and organizational database (Salesforce). Cultural and socioeconomic characteristics of population served.

Ability to:

Apply excellent interpersonal, written, and oral communication skills. Speak, read, and write English fluently required. Speak, read, and write Spanish preferred, but not required. Use excellent organizational skills and detailed orientation to manage multiple projects simultaneously. Work collaboratively with other personnel and or service providers or professionals. Ability to work both independently and as part of a team.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

This is primarily an office position that requires only occasional bending, reaching, stooping, lifting, and moving of office materials weighing 25 pounds or less. The position requires daily use of a personal computer and requires entering, viewing, and revising text and graphics on the computer terminal and on paper.

SPECIAL REQUIREMENTS:

Must possess a valid California driver’s license; proof of auto liability insurance; and have the use of a personal vehicle for work related purposes.

COVID vaccination and booster required, or medical/religious exemption.

TB Clearance is required upon hire and annually thereafter.

Equal Opportunity Employer: minority/female/disability/transgender/veteran.