What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT position at Buckelew Programs Inc?
Buckelew Programs is the leading provider of behavioral healthcare services in the North Bay, dedicated to serving those who may not have access otherwise. Join our team and contribute to making a real impact!
We are hiring a new Administrative Assistant to join our team. In this role, you will support various program activities under the Program Director’s supervision. You will perform administrative and clerical functions and overall management of of the office suite. This includes maintenance and production of program records, maintenance and compilation of program data, and production of data reports. Key functions of this position include learning and operating various electronic health records and data systems, including the production of data from them, and serving as the on-site expert regarding those systems for program staff; and providing general administrative office support to program staff as directed by the supervisor.
WHAT YOU WILL DO:
Education and Experience: A high school diploma or equivalent required, AA preferred. Two or more years of recent, relevant administrative experience, preferably in a behavioral health environment. Experience with databases and/or EHR systems preferred.
Skills and Abilities: Computer literacy. Intermediate level competence with Microsoft Office including Word, Excel, PowerPoint and Outlook. Highly organized. Strong written and oral communication skills with the ability to effectively and succinctly communicate with individuals at all levels. Strong attention to detail. Reliable, with excellent attention to detail and accuracy. Comfortable and competent at working with numbers, including performing basic arithmetic computations. Able to establish and maintain effective working relationships based on mutual trust and respect and be a team player. Able to partner with and support program leaders throughout the organization. Self-motivated and able to work independently and collaboratively with a team. Able to complete all tasks required in a timely fashion. Working understanding of highly confidential environments and ability to maintain confidentiality. Knowledge of HIPAA requirements. Experience maintaining privacy and confidentiality with Electronic Health Records systems a plus. Must have and maintain a valid California driver’s license with an insurable driving record and ensured personal car to use on the job. Must be able to pass Livescan fingerprinting background check (for some programs).
Physical Requirements: Requires occasional lifting (up to 30 pounds); and standing, walking, reaching, talking and hearing for most of a shift. Nearly all work is done in a comfortable indoor facility. The ability to maintain composure and work quality with some interruptions; regular local travel; involves frequent exposure to demands and pressures from people other than immediate supervisor. Able to handle objects with both hands and fine motor skills for a shift. Frequently operates a computer and other office productivity machinery, such as calculator, copy machine, and computer printer. Vision requirements: ability to see information in print and/or electronically; possess visual acuity to use equipment safely. Hearing requirements: ability to hear information in person and by telephone.
BENEFITS: Medical, dental, vision and life and long-term disability insurance, Employee Assistance Program, flexible spending accounts for health, dependent and transit costs, retirement savings plan with company match, eligibility for loan forgiveness, continuing education credits available through our learning management system, discount program, paid meal breaks and generous paid time off.
DEI STATEMENT: Buckelew Programs values transparency, equity, accountability and inclusion. As a behavioral health organization, we firmly believe that feeling understood, accepted, and supported is essential to mental well-being and promoting recovery; we welcome all people regardless of identities and circumstances. As a thought leader in mental health, substance misuse, suicide prevention, housing equity and community building, we recognize the need to stay current and responsive to diverse communities by bringing different people together to be their authentic selves.
AA/EOE
We are hiring a new Administrative Assistant to join our team. In this role, you will support various program activities under the Program Director’s supervision. You will perform administrative and clerical functions and overall management of of the office suite. This includes maintenance and production of program records, maintenance and compilation of program data, and production of data reports. Key functions of this position include learning and operating various electronic health records and data systems, including the production of data from them, and serving as the on-site expert regarding those systems for program staff; and providing general administrative office support to program staff as directed by the supervisor.
WHAT YOU WILL DO:
- Manage data entry functions and generate reports for assigned program(s) Electronic Health Record (EHR) and other database systems to meet monthly compliances and billing standards. This includes bed board entries, client admissions and discharges, entering demographic data, correcting service errors, rental reports, and insurance checks. HUD only: Data Entry and management of Clarity HMIS system.
- Support staff, interns, volunteers, etc. with technical assistance regarding EHR and database systems. Track and monitor data, due dates, and escalate to appropriate resources as necessary.
- Provide a welcome and professional greeting to visitors consistent with the agency’s mission, vision and values, by staffing the lobby reception area as scheduled. Greeting and welcome Buckelew visitors, redirect visitors for other building tenants (if appropriate). Answer and professionally make direct calls.
- Maintain a warm, welcoming, organized and productive office environment.
- Perform clerical tasks including answering calls and routing to appropriate departments, checking voicemail, filing, copying, and completing routine correspondence and reports while maintaining HIPAA compliances.
- Maintain office equipment and supplies, ensuring ongoing maintenance and adequate supplies on hand.
- Maintain stock of marketing and program materials, respond to materials requests, distribute and track materials distributed to other agencies, as required by needs of program assigned.
- Organize staff meetings as assigned including reserving conference rooms, scheduling online meetings, taking minutes, and organization of agendas.
- Ensure month-end activities are completed promptly including submission of petty cash receipts, mileage logs, and associated billing.
- Review monthly billing submission for accuracy as assigned.
- Communicate with county and finance departments to ensure necessary corrections are addressed.
- Rent Collections. Assist Program Director to track and report our on-client rents received and collaborate with finance accounts receivable/payable department.
- Assigned duties as a health and safety coordinator for the suite.
- Ensure program and suite compliances and facilitate monthly drills as assigned.
- Assistance with vehicle maintenance and record keeping.
Education and Experience: A high school diploma or equivalent required, AA preferred. Two or more years of recent, relevant administrative experience, preferably in a behavioral health environment. Experience with databases and/or EHR systems preferred.
Skills and Abilities: Computer literacy. Intermediate level competence with Microsoft Office including Word, Excel, PowerPoint and Outlook. Highly organized. Strong written and oral communication skills with the ability to effectively and succinctly communicate with individuals at all levels. Strong attention to detail. Reliable, with excellent attention to detail and accuracy. Comfortable and competent at working with numbers, including performing basic arithmetic computations. Able to establish and maintain effective working relationships based on mutual trust and respect and be a team player. Able to partner with and support program leaders throughout the organization. Self-motivated and able to work independently and collaboratively with a team. Able to complete all tasks required in a timely fashion. Working understanding of highly confidential environments and ability to maintain confidentiality. Knowledge of HIPAA requirements. Experience maintaining privacy and confidentiality with Electronic Health Records systems a plus. Must have and maintain a valid California driver’s license with an insurable driving record and ensured personal car to use on the job. Must be able to pass Livescan fingerprinting background check (for some programs).
Physical Requirements: Requires occasional lifting (up to 30 pounds); and standing, walking, reaching, talking and hearing for most of a shift. Nearly all work is done in a comfortable indoor facility. The ability to maintain composure and work quality with some interruptions; regular local travel; involves frequent exposure to demands and pressures from people other than immediate supervisor. Able to handle objects with both hands and fine motor skills for a shift. Frequently operates a computer and other office productivity machinery, such as calculator, copy machine, and computer printer. Vision requirements: ability to see information in print and/or electronically; possess visual acuity to use equipment safely. Hearing requirements: ability to hear information in person and by telephone.
BENEFITS: Medical, dental, vision and life and long-term disability insurance, Employee Assistance Program, flexible spending accounts for health, dependent and transit costs, retirement savings plan with company match, eligibility for loan forgiveness, continuing education credits available through our learning management system, discount program, paid meal breaks and generous paid time off.
DEI STATEMENT: Buckelew Programs values transparency, equity, accountability and inclusion. As a behavioral health organization, we firmly believe that feeling understood, accepted, and supported is essential to mental well-being and promoting recovery; we welcome all people regardless of identities and circumstances. As a thought leader in mental health, substance misuse, suicide prevention, housing equity and community building, we recognize the need to stay current and responsive to diverse communities by bringing different people together to be their authentic selves.
AA/EOE