Administrative Assistant - Temp

Job Overview

Are you a team player with impressive time management skills? Do you want to work for an organization that is making a difference in counties across California? Are you interested in assisting a program in achieving improved efficiency? If so, Asian American Recovery Services is currently looking to fill a temporary administrative position at our program in San Jose, CA. The ideal candidate is experienced with data entry, facility coordination, and client engagement. In this position, you will gain experience working with electronic healthcare records and collaborating as part of a team. Sound interesting? Below you will find a more detailed description of some of the duties and requirements for this position. The position is available until 6/30/17.

Key Responsibilities

Administrative Responsibilities: Assignments to special projects; including but not limited to filing and archiving confidential files in both physical and electronic forms, preparation of administrative documents for audits, and other special projects as needed. Provides general office administrative and secretarial support. If needed, manages and directs client traffic in the reception area while providing a sense of the AARS welcoming culture; Ability to interact tactfully and professionally with youth, adult and families of clients; Works closely with the Administrative Support Manager and the administrative team; Develops and distributes general information as needed.

Program Responsibilities: As needed, assists Program Supervisor with intake coordination for the adult substance abuse treatment services. Provides assistance in obtaining client’s basic demographic information, initiating client’s electronic health care record account, refer to Data and Compliance Responsibilities. Assist with appointment reminders as needed.

Facility Responsibilities: Maintains general office appearance; Maintain office/kitchen/IT supplies inventory; Coordinating facility repair between contractors, Maintenance Manager, and Administrative Support Manager.

Data and Compliance Responsibilities: Provides data entry in Unicare (our electronic database system) including but not limited to client data; Develop and distribute reports; Assists in maintaining confidential files in both physical and electronic forms; Assists management with reconciliation of data.

Education and Knowledge, Skills and Abilities

  • Submit record of  recent (within the past year) proof of negative TB test.
  • Submit record of health screening within 30 days from employment.
  • Physical requirements: Sitting 2-4 hours, Standing 0-2 hours, Walking 0-2 hours.
  • Computer Literacy: skilled computer-based work tasks; Experience with electronic health records (Unicare, Welligent) a plus.
  • Time Management: organizes and establishes priorities; gets the job done in a timely manner.
  • Attention to Detail: strives to eliminate errors; makes accurate work a priority; seeks opportunities to improve performance.
  • Teamwork: Accountable to team; participates effective in group and team work; collaborates positively with other team members; giving and accepting constructive criticism.
  • Interpersonal Skills: uses active listening and discussion skills to identify issues, ensure understanding, and facilitate problem solving; works cooperatively with diverse groups; deals with others in a pleasant and professional manner; accurately assesses verbal and non-verbal cues.
  • Tolerance for Stress, Ambiguity, and Change: Maintains composure even while under great pressure; handles complex problems and changes with minimal supervision; demonstrates flexibility and versatility in achieving key goals and priorities.
Compensation: TBD
Type: Hourly/ Non-exempt
City: San Jose

Job Location