Administrative Assistant - Milpitas, CA

Job Overview

The Administrative Assistant is responsible for providing general administrative and clerical support to the Administrative Support Manager, Project Manager, the Director of Program Operations, and Santa Clara County staff. This position requires an ability to maintain strict confidentiality and handle sensitive information with excellent customer service skills, tact, and diplomacy. 

Key Responsibilities

Administrative Responsibilities:

  • Provides general administrative and secretarial support, including (but not limited to) word processing, answering telephones, checking and delivering messages, greeting clients and visitors with courtesy and respect, handling general inquiries, distributing mail, faxing, copying, etc.
  • Manages and directs client traffic in the reception area while providing a sense of the welcoming AARS culture.
  • Interacts tactfully and professionally with youth, adults, and families of clients.
  • Schedules clients using the Microsoft Outlook calendar and appointment cards.
  • Works closely with the Administrative Support Manager and the administrative team.
  • Develops, transcribes, and distributes meeting minutes, reports, and/or general information as needed.

Facility Responsibilities:

  • Arranges, attends, and assists with meetings, staff trainings, conferences, etc., as needed.
  • Maintains neatness and organization of general office area.
  • Maintains inventories of supplies for the kitchen, the Information Technology Department, and the general office area.

Data and Compliance Responsibilities:

  • Provides data entry, including (but not limited to) client data, billing, and reports.
  • Assists in maintaining confidential files in both physical and electronic forms.
  • Assists management with reconciliation of data.

Billing Responsibilities:

  • Processes expenditures, including petty cash, client fees, expense forms, and reimbursements.

Education and Knowledge, Skills and Abilities

Education, Certifications, and Registrations:

  • Bachelor’s degree or equivalent in Business Administration or related field.


  • At least one (1) year of general office work experience.
  • Experience working in the behavioral health field.
  • Experience with billing and data collection.

Skills, Knowledge, and Abilities:

  • Cultural competency and ability to work with diverse populations.
  • Strong proficiency with Microsoft Office applications, specifically Word and Outlook, and internet applications
  • Understanding of and willingness to work with traditionally underserved populations.

Background Clearance

  • Must not be on active parole or probation.
  • Ability to pass Department of Justice Live Scan clearances.


Compensation: TBD
Type: Hourly/ Non-exempt
Benefits: HealthRight360 offers a competitive benefits package
City: Milpitas, CA
Hours/wk: 20

Job Location