Administrative Assistant - Union City TAY and Adult Outpatient

Job Overview

This is a union position.

The Administrative Assistant is responsible for providing clerical, technical, and administrative support to the operations of the TAY and Adult OP Substance Use Disorder program to ensure program compliance and efficiency. The Administrative Assistant is expected to provide high quality customer service to new and returning clients. This position requires an ability to maintain strict confidentiality and handle information with excellent customer services skills, tact, and diplomacy. Administrative Assistants are cross-trained to assist multiple programs as needed.


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/HR360 culture.
  • Ability to 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 AARS administrative team.
  • Develops, transcribes, and distributes meeting minutes, reports, and/or general information as needed.
  • Serves as the region Health & Safety Representative.  Participates in all Health & Safety meetings and facilitates/coordinates necessary trainings and/or drills to staff.
  • Assists in conducting administrative portion of intakes to new enrollments.

Facility Responsibilities:

  • Arranges, attends, and assists with meetings, staff trainings, conferences, etc., as needed.
  • Maintains neatness and organization of general office area.
  • Maintains inventory of supplies for custodial, kitchen, electronic/Information Technology, and the general office area.
  • Problem solve facility issues.  Accountability to report facility issues to management.

Data and Compliance Responsibilities:

  • Provides data entry, including (but not limited to) client data, billing, and reports.
  • Assists with audit preparations.
  • 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, etc.

And, other duties as assigned.

Education and Knowledge, Skills and Abilities

Education, Certifications, and Registrations:

  • Minimum: Highschool/GED
  • Desired: Bachelor’s degree or equivalent in Business Administration or related field.


  • Minimum: Experience of volunteering or special projects related to general office work.
  • Desired: At least one (1) year of general office work experience. Experience working in the behavioral health field. Experience with billing and data collection.


  • 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

  • Required: Must not be on active parole or probation.
  • Ability to pass Live Scan clearances if required.

Skills and Abilities


  • Ability to enter data into various electronic systems while maintaining the integrity and accuracy of the data.
  • Professionalism, punctuality, flexibility and reliability are imperative.
  • Excellent verbal, written, and interpersonal skills.
  • Ability to maintain confidentiality, display good judgment, and exercise tact and diplomacy at all times.
  • Strong problem-solving skills.
  • Excellent organization skills and ability to multitask and juggle multiple priorities.
  • Outstanding ability to follow-through with tasks.
  • Ability to work cooperatively and effectively as part of interdisciplinary team and independently assume responsibility.
  • Strong initiative and enthusiasm and willingness to pitch in whenever needed.
  • Able to communicate well at all levels of the organization including working with organization leadership and high-level representatives of partner organizations.
  • Able to work within a frequently changing project scope while maintaining overall direction and structured priorities.


  • Understanding of and willingness to work with traditionally under-served populations, including but not limited to those affected by substance abuse, mental health, HIV, AIDS, and other health-related issues.
  • Familiarity with Asian and Pacific Islander populations and other underrepresented communities within Alameda County.
  • Superior knowledge of MS EXCEL skills.
  • Experience with Medi-Cal billing through Electronic Health Record systems.
  • Experience working with criminal justice population.
  • Bilingual Vietnamese, Tagalog/Ilocano, and/or Spanish preferred.

We will consider for employment qualified applicants with arrest and conviction records.

In compliance with the California Department of Public Health's mandate, all employees must be able to provide proof of COVID-19 vaccination. Medical and religious exemptions are available.


Compensation: TBD
Type: Hourly/ Non-exempt
Benefits: HealthRIGHT 360 offers a competitive benefits package.
City: Union City, CA
Hours/wk: 40