Administrative Assistant

Job Title: Administrative Assistant

Reports to: Program Director

Program: Transitional Residential Treatment

Classification: Regular, Full-Time, FLSA Non-Exempt

Pay Range: $25 - $29 Hourly

Worksite: Berkeley, CA 94709

Office Hours: Mondays-Fridays 8am-5pm

About Us: Bonita House, Inc. (BHI) is a nonprofit mental health agency with multiple sites in Alameda County and an operating budget of $14.5 million. Founded in 1971, BHI provides social rehabilitation including a full range of Medi-Cal services to adults with co-occurring serious mental health and substance use disorders.

Our Mission: Building community, dignity, hope and wellness through services that support recovery and self-sufficiency with people who are living with serious mental health challenges.

Our Values: Compassion: Committed to caring, dignity and kindness. Respect: Honor each individual and provide highly ethical services. Progress: Leading the way in creating opportunities to change for the better. Resilience: Channeling hope, building strengths to successfully recover, adapt and grow. Embracing Differences: Honor and celebrate our diverse communities and individual uniqueness.

Position Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The ideal candidate will provide essential administrative support to ensure the smooth operation of our Transitional Residential Treatment program. This role will involve managing administrative tasks, coordinating schedules, communicating with clients and staff, and assisting with program logistics.

Primary Responsibilities

Office Management:

• Greet visitors and clients in a friendly and professional manner.
• Manage incoming calls, emails, and correspondence.
• Maintain office supplies and equipment, ensuring adequate inventory levels.

Client Support:

• Schedule client appointments and maintain appointment calendars.
• Assist clients with completing intake forms and paperwork.
• Provide information about program services and resources to clients and community members.

Data Entry and Record Keeping:

• Enter both client and employee information into database systems accurately and in a timely manner.
• Maintain electronic and paper filing systems, ensuring confidentiality and security of records.
• Assist with compiling and generating reports as needed.

Administrative Support:

• Coordinate meetings, conferences, and events, including scheduling, logistics, and preparation of materials.
• Assist with preparing and distributing communications, newsletters, and other program materials.
• Collaborate with program staff to support program operations and initiatives.

General Assistance:

• Perform general clerical tasks such as copying, scanning, and faxing documents.
• Assist with special projects and other duties as assigned by program leadership.
• Uphold organizational policies and procedures to ensure compliance and effectiveness.
• Perform other related duties as assigned.

Qualifications and Requirements

• High school diploma or equivalent required; associate degree or higher preferred.
• Previous experience in an administrative role, preferably in a nonprofit or healthcare setting.
• Must be able to meet and receive a criminal records clearance, as required by California Code, Welfare and Institutions Code - WIC § 5405, federal contractor requirements and/or agency practices.
• Must pass post-offer, pre-employment physical, and TB clearance as required by state community care licensing standards.
• A valid driver's license, reliable personal vehicle, personal auto insurance as required by law, and an MVR sufficient to obtain and reasonably maintain insurability under agency auto liability policies are essential job requirements.
• Passion for the BHI mission.

Knowledge Skills & Abilities

• Excellent communication skills, both verbal and written.
• Proficiency in Microsoft Office 365 (Word, Excel, Outlook) and other relevant software applications.
• Strong organizational skills with the ability to prioritize tasks and manage time effectively.
• Attention to detail and accuracy in data entry and record keeping.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Positive attitude, flexibility, and willingness to work collaboratively in a team environment.
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Ability to function well in a high-paced and at times stressful environment.

Physical Requirements

Physical demands include continual sitting, typing, and repetitive computer use for up to 8 hours a day. The position also requires frequent communication with others, including hearing and speaking clearly with individuals and groups, in person and via phone and video calls. Ability to lift 15 pounds at times. Ability to drive personal or agency vehicles required. These requirements are representative of those that must be met to successfully perform the job's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Equal Employment Opportunity

Bonita House, Inc. is committed to providing equal opportunity to all qualified persons regardless of race, color, citizenship status, national origin, ancestry, gender, pregnancy, sexual orientation, gender identity or expression, genetic information, age, religion, creed, physical or mental disability, marital status, veteran status or any other characteristic protected by law.