Program Administrative Coordinator - Hummingbird Valencia

PRC Baker Places is a non-profit residential treatment agency that has provided the San Francisco community with alternatives to institutional care since 1964. Our direct care professionals provide counseling and case management services to previously homeless adults living with co-occurring diagnoses of chronic mental illness and substance use disorder. All agency services are provided from the philosophy of social rehabilitation which integrates teaching daily living skills in a safe and healthy environment.

Mission Statement: Our mission is to help people affected by HIV/AIDS, substance use, or mental health issues better realize opportunities by providing integrated legal, social and health services that address the broad range of social risk factors that impact wellness and limit potential.

Values that Guide Us: Accountability, Honesty, Integrity, Diversity & Inclusion, Respect

Position Overview

Under the supervision of the Project Director, or manager designee, this position performs non-supervisorial administrative and operational tasks.

Primary Duties and Responsibilities

• Manage and direct incoming telephone calls, which includes: answering calls promptly, routing transfers promptly and courteously, taking and delivering accurate messages from callers, responding courteously to public inquiries and making referrals.
• Work collaboratively with clinical and security staff to ensure safe entry/exit of day guest or residential admission clients to building.
• Ensure client property is inventoried and stored securely after staff perform pest abatement. Utilize client personal property documents in client record for initial storage and property return to client.
• Report any client cash or other valuable items to staff immediately and log-in cash or valuable property, with a witness, in the client chart on personal property documents. Secure case/property per program protocol.
• Greeting, announcing and directing all visitors courteously and promptly.
• Handle client and community inquiries and complaints. Reports complaints to Project Director as soon as possible during the shift the complaint is received.
• Retrieve incoming mail and distribute office mail on a daily basis.
• Assist with faxing, copying, managing office supply inventory, as needed
• Order monthly household and office supplies through approved agency vendors.
• Monitor maintenance of building in collaboration with housekeeping vendor, mailing, shipping, supplies, equipment monitoring-repair reporting, maintain copy and fax machines. Complete and submit to agency maintenance staff work orders for any repairs required. Follow up to endure repair has occurred in a timely manner.
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed for general documents and client clinical records,
• Design and implement filing systems in collaboration with program management
• Ensure security, integrity and confidentiality of data
• Prepare operational reports and schedules to ensure efficiency.
• Maintain daily recording of day guest log and residential bed data/units of service in a specific format reportable to our administrative contract monitors monthly
• Participate in meetings regarding client unit of service production.
• Monitor and maintain office supplies inventory
• Maintain a safe and secure working environment

Minimum Qualifications

Customer service and receptionist experience strong organizational and interpersonal communication skills, good oral and written communication, computer, administrative experience required; PC literate, MS Word, Excel and data entry; ability to balance multiple tasks.

Physical requirements:

• Must be able to lift cartons of supplies up to 25 lbs.
• Some standing, climbing step-stool for stocking shelves required.
• Must be able to do data entry.
• Must be able to sit for long periods of time.