Administrative Assistant
Job Type


Position Title:  Administrative Assistant

Program:  New Leaf Recovery Center

Classification:  Non-exempt, Full Time

Salary: $16-$18 per hour;  Commensurate with Experience

Summary and Range of Authority: Under the direction of the Office Manager, the Administrative Assistant supports the program with administrative duties.

Essential Duties and Responsibilities:

  • Provides administrative support to ensure efficient operations of the office
  • Answers phone calls, schedules meetings and supports visitors
  • Carries out administrative duties  such as filing, typing, copying, binding, scanning etc.
  • Completes operational requirements by scheduling and assigning administrative projects and expediting work results
  • Exhibits polite and professional communication via in-person, phone, e-mail, and mail
  • Supports team by performing tasks related to organization and strong communication
  • Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
  • Provides information by answering questions and requests
  • Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies
  • Assist in the preparation of reports and proposals to funding agencies, including spreadsheets, monthly reports, and budgetary documents
  • Collect staff timesheets; prepare semi-monthly payroll tally and submit to Fiscal Department. 
  • Process appropriate check requests and submit to Fiscal Department 
  • Develop and maintain office and program files
  • Sort mail and incoming faxes and distribute to appropriate staff
  • Keep the admin related documentation organized and filed
  • Handle facilities-related matters and special projects including phone system, building security issues, key maintenance, and checkout
  • Assist staff in preparing outreach activities such as presentations, conferences, and resource fairs      
  • Assist in program audits
  • Assist in maintaining client charts and personnel records
  • Light janitorial duties
  • Support County EHR (Cerner or SanWits) data entry as assigned 
  • Input DATAR reports and submit to county and state on a monthly basis
  • Prepare for MD and NP visits
  • Greet clients and visitors in a professional manner
  • Using a multi-line phone, answer calls in a professional manner, take accurate messages and/or direct calls appropriately
  • Maintain reception area in an organized clean and professional manner
  • Maintain adequate copies of program brochures, client written materials and program required forms
  • Maintain accurate list of office phone extensions, staff schedules, and other office schedules
  • Act as a courier to deliver and pick-up mail between program and other UPAC offices
  • Demonstrate effective inter-personal skills when engaging in clients and other team members
  • Demonstrate effective communication skills when engaging in clients and other team members
  • Other duties and responsibilities as assigned by management personnel 

Required Education, Certifications/Licenses and Language/Cultural Skills:

  • High School diploma or equivalent

Minimum Experience and Qualifications Required: 

  • If recovering, must be clean and sober and stable in recovery process for at least 6 months in order to promote and maintain the recovery focused environment
  • Must be free of probation or parole supervision for a minimum of one year
  • 1 year experience as an administrative assistant, clerk or receptionist
  • Must work well with clients and other team members through effective interpersonal skills and communication skills
  • Proficiency in Microsoft Word, Excel, Power Point, Internet browsers, and Outlook
  • Proficiency in program-designated telehealth platforms
  • Excellent attention to detail and accuracy
  • Efficient time management skills and reliability in meeting deadlines 
  • Works well independently and collaboratively 
  • Ability to maintain strict confidentiality with regard to sensitive or proprietary information
  • Must have flexibility to work some evening and weekend hours during scheduled client activities 
  • Must be drug tested prior to hire and drug test results shall be negative for illegal drug use, including marijuana
  • Must have annual TB clearance
  • COVID-19 Vaccination and Booster required, unless exempted as a reasonable accommodation as allowed by the law
  • Must have certified First Aid and CPR training (including infant CPR)
  • Will not be debarred or excluded from participation in Federal programs by the General Services Administration and/or the Department of Health and Human Services of the Inspector General
  • Must pass background check (Live Scan Fingerprint)
  • Must be able to drive (when needed) for business purposes to other program locations in San Diego County. If employee drives his/her personal automobile for UPAC business, employee must have valid California driver’s license and comprehensive automobile insurance coverage, as required by law

Additional Preferred Education or Qualifications:

  • Prior knowledge and experience of Drug Medi-Cal Organized Delivery System and SanWITS data systems preferred 
  • Prior knowledge and experience of Cerner data system and Title 9 preferred
  • If recovering, must be stable in the recovery process for 1 year

Physical Demands and Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Spends approximately 70% of work time sitting and meeting with others or working at a desk and/or computer. Spends approximately 30% of work time standing or walking within the work area or outside the office at meetings and events, also bends, twists, stoops and reaches. Ability to communicate in writing and verbally. Regularly required to sit and talk or hear. Frequently is required to use hands to touch, handle or feel and reach with hands and arms. Occasionally lifts and/or moves up to 25 pounds. Working conditions are normal for an office environment and event venues. The noise level is usually moderate.