Job Description

Office Assistant (Administrative)

The mission of Alum Rock Counseling Center (ARCC) is to heal families and inspire youth to reach their full potential. For 49 years, ARCC has provided a wide range of behavioral health counseling and school-based support, designed to promote health equity & educational equity, and ensure that high-risk youth stay safe, in school, and drug & violence free. The agency supports a predominantly Latinx (84%) population in underserved schools and neighborhoods throughout Santa Clara County with a focus on the high-need area of East and Central San Jose. ARCC staff provide services to youth and caregivers who otherwise might struggle to afford and/or access quality care. In 2023-24, the agency served 11,000+ individuals, through 13 different programs, including individual and family counseling, substance use prevention education, youth mentoring, family reunification, parent training/support, and services in 30+ high-need schools.
We have 85 full-time employees and dedicated volunteers that make our programs run. ARCC provides the opportunity to interact with youth and families within different departments and programs of the agency. We value integrity, honor, respect, diversity, compassion, and empathy. We work together as a team. Our employees love the work they do here because they can see the difference it is making in the community and in the life of each individual.
This position is part-time, for a total of 20 hours per week, and the work schedule will be determined based on the needs of the center. This position will be based out of the Palo Alto allcove site, and requires in-person work Mondays to Fridays between the operating hours of 10am 7pm, and flexibility for evenings.

Program Summary:
Pursuing a vision where every youth belongs, chooses the support they need and thrives, allcove is developing an innovative network of integrated youth mental health centers designed with, by and for youth that reduce stigma, embrace mental wellness, increase community connection and provide access to culturally responsive services. allcove centers are anchored in a model of care that considers the holistic needs of young people. We welcome young people between the ages of 12 and 25, providing a place to take a moment of pause and access a range of services that include mental health, physical health, substance use, peer support, family support, and supported education and employment. allcove services aim to improve young people's mental, physical and social wellbeing by providing high quality, integrated, age-appropriate care for young people and their families who are facing challenges related to relationship breakups, bullying, depression, anxiety, substance use, sexual or gender identity, or other mild to moderate issues. allcove centers are designed to create meaningful, positive experiences for every young person who comes through our doors. For more information, please visit allcove.org.

Position Summary:
The part-time allcove Office assistant will provide general office and clerical support for the allcove Palo Alto site. The Office assistant will be the face of our allcove site to youth and young people, staff, and the community; responsible for greeting visitors as they enter or call, and providing direct support for allcove site needs. As the initial point of contact for the allcove site, the Office assistant is critical to how allcove is perceived and welcoming of all youth, young people, families, and community members, and must conduct themselves at all times with integrity, professionalism, and a positive, courteous, attitude.The Office assistant will support young people seeking services in allcove by building trust and engagement and orienting them to allcove and the allcove care team. The allcove Office assistant is supported and supervised by the allcove Program Manager I in fulfilling role duties and when guidance is needed around role clarity.

Essential Job Functions:
Performs initial orientation support ensuring a welcoming, inclusive, and youth-friendly experience for young people (ranging in age from 12-25) as they engage with the allcove center. Greets young people professionally and courteously creating a safe welcoming space for all. Keeps a professional and courteous demeanor towards staff, young people, community members, partners, etc. Assists young people with completion of forms, intake questionnaires, and initial screening or assessments, including registering youth in datacove. Works collaboratively with the allcove care team to provide general day-to-day administrative office tasks. Answers incoming calls and transfer callers to appropriate personnel. Directs referrals to allcove services to the proper allcove care team or community partner. Supports with coordinating and scheduling appointments for the allcove team. Scans paperwork and files, as needed. Maintains order and cleanliness of common areas, including individual therapy rooms, meeting rooms, flex space, lobby, and other client facing areas. Maintains copies of all forms and program materials in the lobby area. Runs errands, including picking up food for staff lunches, meetings, special events; purchasing stamps and mailing packages at the post office; picking up printing projects, etc. Prepares the meeting/conference room (including refreshment and projector setup); helps maintain the space during the day as needed. Opens and/or closes the allcove center and resets client facing areas to be ready for that day or the next day, based on the schedule. Assists with the minutes for the Community Consortium meetings. Supports and assists with executing various events or activities at the site, as needed. Provides crisis support in collaboration with allcove care team, as needed. Has fun and role models positive and healthy behaviors while ensuring all young persons served are supervised and safe at all times. Builds and maintains an authentic relationship with young people and supports their engagement and participation in center services. Presents a positive image of allcove in the community. This includes but is not limited to abiding allcove, Alum Rock Counseling Center, and County of Santa Clara policies and procedures.Assists in the execution of the allcove contract and support program in meeting funding requirements. Completes and maintains related records and documentation and participates in data collection. Maintains confidentiality and security of organizational, proprietary records, client files, and information at all times. Maintains appropriate site visitor tracking, client data collection, and completes required paperwork and documentation within expected timeframes.Administers, collects, and compiles evaluation data as required by program needs and funding sources. Adheres to the laws governing child abuse reporting (with support from supervisor and allcove care team). Participates in supervision, team meetings, youth meetings, and organizational check ins, as well as trainings necessary for professional development and required for the agency or its funding sources.Performs related duties for the benefit of the agency, as assigned by supervisor.

Skills and Abilities:
Able to establish rapport and maintain authentic relationships with young people. Able to work independently and as a positive member of the team. Broad knowledge of social, mental health, and substance use services available in the community. Knowledge of systemic issues and risk factors facing marginalized groups in the County of Santa Clara: including LGBTQIA, BIPOC, juvenile justice involved youth, undocumented young people. etc. Experience working with diverse ethnic/cultural backgrounds. Demonstrated problem solving, decision-making skills, and ability to multi-task; ability to gather and process information to support the organization and its team. Strong communication skills; ability to speak, listen, and write clearly, thoroughly, and professionally. Demonstrated ability to observe and recognize changes in youth, and communicate those changes to others on the care team. Demonstrated organizational and time management skills, accountability, reliability, and punctuality. Ability to work independently and show initiative, as well as be part of an inter-disciplinary team. Basic computer skills: experience with Microsoft Office, Excel, PowerPoint, and Outlook. Demonstrated initiative and seeking out responsibility. Organized and detail-oriented, with the ability to work well under pressure. Prompt and reliable with a willingness to learn.

Qualifications and Experience:
AA or BA from an accredited college or university preferred. At least two years experience in an administrative support role required. Experience in a community-based services agency is preferred. Bilingual (Spanish/Vietnamese/Mandarin) preferred. Experience working with young adults with mental health issues preferred. Lived experience of mental health and/or substance use issue preferred. Experience operating and troubleshooting office equipment, particularly printers, copiers, and faxes preferred. Understanding of confidentiality laws and policies, and assures the highest degree of confidentiality in the implementation of all responsibilities and duties. Strong understanding of Child and Adult Protective Services rules and regulations, HIPAA, mandated reporting, and limits of confidentiality preferred. Ability to work part-time and flexibility with evening work. Ability to lift up to 25 lbs. Fingerprinting and background checks as required by the Department of Justice and FBI. TB clearance required. Valid drivers license and insurance. Proof of COVID vaccine and booster, highly recommended.

This position description intends to describe the general nature and level of work being performed. It is not intended to include all duties and responsibilities. Because of a need to remain responsive to the needs of our clients and operational needs, job description and responsibilities may be modified at any time.

Equal Employment Opportunity
Alum Rock Counseling Center is an Equal Opportunity/Affirmative Action employer committed to building a team that represents the racial, ethnic and linguistic needs of our community. We highly encourage members of historically underrepresented and marginalized communities to apply. We are committed to diversity, equity and inclusion in our workforce and equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We encourage candidates from all backgrounds to apply.

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Job Tags

Full time, Contract work, Part time, Work at office, Flexible hours, Afternoon shift, Monday to Friday,

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