What are the responsibilities and job description for the Admin Support position at Community Solutions for Children, Families and...?
POSITION TITLE: Admin Support
JOB CLASSIFICATION: Regular, Full-Time, Non-Exempt, Union, Benefitted
REPORTING RELATIONSHIP: Billing Manager
SUMMARY:
Since its founding as a teen drop-in center in 1972, Community Solutions (CS) has grown in both depth and breadth of services in response to the growing and changing needs in the community. As one of the most comprehensive nonprofit human services agencies in Santa Clara County and the surrounding areas, CS provides prevention, intervention, treatment, and residential services to more than 6,400 clients annually, helping them overcome the challenges posed by mental health issues, substance abuse, trauma, severe family dysfunction, sexual and domestic violence, and human trafficking.
Under general supervision of the Billing Manager, the Admin Support III performs a variety of clerical assignments in support of the Finance and Billing Programs. As the Admin Support III, you will be supporting the Billing and Grants Coordinator and Billing Specialist.
The Ideal Candidate Will Possess the Following Qualifications and Knowledge:
Did you know that research shows that women and people from underrepresented groups often apply to jobs only if they meet 100% of the qualifications? Please understand that no one ever meets 100% of the capabilities. If much of this describes you, we encourage you to apply. This might be the right next role for you if you have:
Education and Experience: A.A. Degree or equivalent and three years of related office experience required. Medical office or clinic experience required. A minimum of two (2) years’ experience as an Admin II classification with Community Solutions required. Bilingual in Spanish and English strongly preferred. The individual will preferably be bicultural.
Knowledge: General office procedures required. Working knowledge of mental health services and programs related to the treatment and rehabilitation for people with mental illness and/substance abuse is required. Working knowledge of electronic Medical Records system required.
Special Requirements: Must be able to receive a criminal record clearance as required by specific programs, funding requirements and licensing regulations. Requires an automobile to perform routine job duties and requires the willingness and ability to transport clients in your own vehicle.
License: A valid CA driver’s license or ability to obtain CDL, current car insurance and a good driving record as documented by a DMV report and consistent with the Agency’s liability insurance requirements is required.
What You'll Be Doing in the role of Admin Support III:
- Takes a lead role for the admin team to design, maintain and distribute reports. Reports can be generated from a variety of systems which include but are not limited to Crystal and EXCEL.
- Takes a lead role to track and report client no-show and same-day cancellation appointments. Identifies repeated missed appointments and coordinates with Program staff that support clients and arrange for transportation to the scheduled doctor appointment.
- Takes a lead role at the AVATAR Super-user for the admin team. Some of the duties include; learns new system functionality prior to implementation, troubleshoot issues with the EMR team, trains the doctors and other admin staff and provides ongoing feedback to the admin team.
- Trains and assists newly hired and existing staff on systems, as assigned. Performs duties of other Admin support staff in their absence or as assigned; assists other Admin staff or program staff when requested.
- Using AVATAR system or client’s chart validates client medical records to verify a current medical assessment, consent forms, and/or other documents are on file prior to the doctor appointment.
- Using AVATAR system or client’s chart, reviews client medical records when client is new to the Agency or transfers between programs. Takes appropriate action to ensure the updated records are available prior to the scheduled doctor appointment.
- Prior to the client’s medical appointment, locates recently completed lab work which may require a call to the lab facility. Partners with the Medical Administrator to locate lab reports by contacting the lab facility to determine if the client completed the lab work.
- Provides support and back-up to the Medical Administrator, as needed.
- In partnership with Quality Assurance, pulls files for a records request onsite and off-site and hands off to QA to complete the request within the specified timeline. Supports the annual shed dates to pull files ready for destruction.
- In the absence of the Admin Manager, may temporarily assign daily work assignments for the Admin Support team.
- Submits IT and Facilities requests using an online process to schedule maintenance and repairs for Operations Admin team. Alerts the Facilities Manager when supplies, repairs and/or maintenance is needed at the Gilroy, Morgan Hill and San Jose clinics.
- Provides Xerox copier and fax machine support for Admin team. Trains the Admin staff on Xerox and fax machine maintenance. Schedules repairs visits and ensure supplies are ordered and available for all clinic sites. For the Reception work area, maintains the Xerox network printers by loading paper daily, clearing jams, changing the drum and toner when service is indicated on machine.
- Maintains supply of copier paper for all Agency sites. Places a request to the Facilities Supervisor to transport copy paper to other sites. Reorders large quantify of paper for Agency (white and colored paper).
- Maintains the locked key box for admin area and doctor’s offices and ensures all keys are accounted for daily. Complies with facilities key at Gilroy site.
- Provides Admin support for supervisors, professional staff and other program staff, including but not limited to: special projects, backfilling for other Divisions to cover absences, generating program reports, reviewing reports for accuracy, data entry in tracking and billing systems.
- Must have ability to operate a motor vehicle for Agency business, including, but not limited to, the transportation of program supplies and client charts.
- Attends and participates in Agency meetings and contributes to continuous quality improvement activities to enhance team and program development.
- Successfully completes all training requirements for this position to ensure agency and contract compliance.
- Performs first aid as needed based on training and certification.
Diversity, Equity, and Inclusion:
Community Solutions is deeply committed to diversity, equity, and inclusion. We are a team of dedicated professionals with backgrounds as diverse as the impact we achieve. We are committed to diversity 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.
Working at Community Solutions:
Community Solutions offers a competitive and comprehensive rate of $26.38 per hour, a generous employee benefits package, and encourages a strong work-life balance. We believe in supporting the whole person by providing:
- 100% of premiums paid by employer for full-time employees and eligible dependent children
- 403(b) Retirement Plan with 5% employer match
- 3-weeks paid vacation to start
- 13 paid holidays; 96 sick hours per year (inclusive of self-care/mental health days)
- Longevity bonuses
- Generous family medical leave for eligible employees
- Student Loan Forgiveness Program
- Staff learning and development and robust in-house training opportunities
- Employee-led Diversity, Equity, and Inclusion Resource Group
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to both sit and stand for extended periods, talk and hear, and use office equipment; occasional need to lift and move objects up to 25lbs.
Work Environment and Location: This position is located at our Gilroy Headquarters office and will require being in person Monday - Friday.
Special Requirements:
- Must be able to meet and receive a criminal records clearance as required by specific programs, licensing regulations and Community Solutions practices.
- License: Possess a valid California driver’s license, current car insurance and a good driving record as documented by a DMV report and consistent with the Agency’s liability insurance requirements.
- Requires an automobile to perform routine job duties.
- COVID-19 Vaccination: Please note that Community Solutions has adopted a COVID-19 vaccination policy to safeguard the health and well-being of our employees and clients. As a condition of employment, Community Solutions employees are required to be fully vaccinated for COVID-19, unless a reasonable accommodation is approved or as otherwise required by law.
Note: This job description outlines primary duties, qualifications, and job scope, but is not intended to be a comprehensive description of job responsibilities. We expect each employee to offer their services wherever and whenever necessary to ensure the success of our endeavors.
All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills aptitudes and abilities to perform each duty proficiently.
Candidates for this position must be legally authorized to work directly as an employee for any employer in the United States without visa sponsorship.
Salary : $26
