Administrative Assistant - Programs

Primary Duties: • Develops and maintains program client list. Client list minimally needs to include client name, DOB, SSN, MIS number, and billing identification number. The list is to be updated monthly. • Review all intake documents submitted by clinicians for accuracy and as a part of the Quality Assurance process. Update active case list reports in real time to ensure completed documents such as intakes, treatment plans, assessments and UMDAP's are updated in the report. • Tracks staff completion of monthly paperwork including assessment, treatment plans, and Payer Financial Information (PFI). • Ensures client charts are appropriately maintained. This includes monitoring the check out and returns of charts to chart room, ensuring confidentiality procedures are enforced and that documents are filed according to Department of Mental Health Standard. • Runs Medi-cal Eligibility screens for all active clients on a monthly basis and maintains copies of the eligibility checks to be filed in the client's record and recorded in the log report. Also runs Medi-cal Eligibility checks daily for all clients served on each specific business day as needed and/or as requested by staff. Update funding sources in Clinitrak in real time when benefits change and update the Medi-cal log when necessary. Inform Office Manager and Clinical Director when issues arise. • Track billing related issues i.e. changes in insurance, errors in submission and work with program staff to ensure corrections are made timely. • Assist other administrative staff to cover in times of absence and/or breaks. Answer telephone in courteous and friendly manner. Takes messages for staff. • Other administrative duties as assigned.

Environment/Working Conditions • Routine duties involving interacting with a variety of individuals within the agency, clients, and the community. • Daily functions which may include exposure to clients/family members from various ethnic, cultural and socio-economic backgrounds, with communicable diseases and some may be prone to violence. • Strives to be flexible and adapt to change • Seeks opportunities to facilitate change and encourages others to do the same • Maintains a constructive and positive outlook • Travels to site locations and outside locations as needed or requested. • Position requires driving, valid driver's license, a motor vehicle clearance, and proof of insurance is required and must be maintained throughout employment. Additional regulatory, contractual, or local requirements may apply.

Position Competencies: • Must have excellent computer skills. • Must be well organized and have good interpersonal skills. • Must be a self-starter and demonstrate ability to follow through with projects and tasks. • Knowledge of client chart style record keeping systems.

Position Requirements: • Must be able to pass California State Department of Justice criminal background investigation and fingerprinting. • High School Diploma or equivalent. • Three years' experience in clerical / administrative positions. • Must have valid California Driver's license and the availability of a care with adequate insurance.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.