Administrative Assistant II

Administrative Assistant II (Sepulveda)

This is a hybrid position based in Culver City, CA. The schedule is Monday through Friday 8:30am-5:00pm with 2-3 days onsite per week, flexibility is required based on business needs.

The pay range for this role is $21.38 - $24.59 per hour.

Ask us about loan repayment programs you may qualify for by working at Didi Hirsch.

About Didi Hirsch

Didi Hirsch Mental Health Services has been a national leader in whole-person mental health, crisis care, and substance use services since 1942 and is home to the nation's first Suicide Prevention Center. We are a nonprofit organization providing care to about 270,000 people annually across our programs. Didi Hirsch has deep roots in community-based mental health and a commitment to providing culturally responsive services that are just and equitable. More than 1,000 dedicated employees and volunteers make Didi Hirsch's work possible.

Summary

As an Administrative Assistant II, you will provide comprehensive administrative, clerical, and operational support to assigned departments and leadership. This role requires a high level of organization, discretion, and attention to detail, as you will manage a variety of office functions, coordinate schedules and communications, prepare documents and reports, and support day-to-day operations to ensure efficiency and continuity of services. The Administrative Assistant II is expected to work independently, prioritize multiple tasks in a fast-paced environment, and exercise sound judgment while maintaining professionalism and confidentiality.

• Supports the Division Director(s) in most administrative tasks including managing Division Director's calendar and attending meetings as needed.
• Manages Division on-call calendars and coordinates with answering service company.
• Assists in the development of printed material including Canva, PowerPoint, Excel, and MS Office.
• Submits and monitors work orders to ensure completion.
• Prepares a wide variety of routine correspondence, forms, reports and similar items using word processing, spreadsheet, and data entry.
• Maintains and updates division or department personnel or other files as required by licensing and applicable state and federal laws.
• Creates and maintains databases for program outcome monitoring.
• Copies, sorts, faxes, collates and retrieves documents.
• Plans, organizes and coordinates meetings and training sessions; coordinates location; and refreshments; secures necessary media equipment; distributes meeting announcements; prepares and distributes meeting material; takes meeting minutes; ensures room is vacated and tidy after meeting or event.
• Assists in monitoring Division expenses; monitors supplies and re-orders supplies, forms, books and other items.
• Responds to telephone calls for Division Director in a timely, friendly manner and assist callers as able; checks and responds to e-mails.
• Attends routinely scheduled meetings as requested or required for the division, department or Agency.
• Receives, screens, routes mail, email, telephone calls and publications; prioritizes or responds to requests for information as necessary in a prompt, courteous and confidential manner.
• Processes requests for reimbursement, dues and other expenses in accordance with proper approvals and budgets.
• Provides for an organized work environment by disseminating, tracking and maintaining information/data and implementing appropriate organizational systems.
• Performs research and analysis of information; coordinates/manages special projects as required.
• Generates and/or gathers data and information to support report preparation; completes all reporting requirements of the position.
• Sets up and maintains department files; including in collaboration with other departments. Assists with retrieval of files for audits as needed.
• Develops and maintains skills through seminars, workshops, or other forms of training/education.

Position Requirements

• High school diploma with 3+ years of administrative experience, preferably in a mental health or nonprofit environment.
• Demonstrate a working knowledge of business English, spelling, punctuation, and general office practices and procedures.
• Support the values and mission of Didi Hirsch as related to employment.
• Know and comply with Didi Hirsch division and Agency policies and procedures, HIPAA, DMH policies and documentation guidelines, and other state, federal regulations relating to division or department activities.
• Demonstrate current knowledge of all job specific skills to include strong working knowledge of computer systems and software as they apply to program or department activity.
• Possess basic math skills sufficient to monitor program petty cash and related functions.
• Present ideas, information, and viewpoints clearly, both verbally and in writing.
• Efficiently use the personal computer for word processing, spreadsheets, database maintenance and other related software programs.
• Utilize analysis, experience, and judgment to make decisions within policies and procedures.
• Demonstrate commitment to team objectives and Didi Hirsch philosophies.
• Adapt to changing needs by acquiring new skills and knowledge.

A future where everyone has equitable access to care and is empowered to achieve optimal mental health and well-being.

Didi Hirsch provides compassionate mental health, substance use, and suicide prevention services to individuals and families, especially in communities where discrimination and injustice limit access.

Excellence: We are constantly innovating, learning from the communities we serve, and applying the latest research to advance best practices. We uphold the highest ethical standards to ensure we are providing compassionate and excellent care.

Diversity & Inclusion: We value diversity of background, experience, and ideas. We celebrate differences and prioritize creating a sense of belonging.

Equity: We are dedicated to promoting health equity in our communities, and we work to dismantle disparities and discrimination within both systems of care and society.

Well Being: We are devoted to the well-being of our staff, volunteers, and communities, and believe healthy teams lead to healthy clients.

Advocacy: We advocate across all levels of government and use our voice to reduce barriers to care with the goal of access to high quality, integrated healthcare for all.

Community Engagement: We build partnerships in the community and across sectors to create a more inclusive and responsive mental health ecosystem and enhance greater accessibility to care and support.

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