Administrative Assistant - NCSH Residential

Job Overview

This is a union position.     

North County Serenity House, A Program of HealthRIGHT 360 was founded in 1966 to provide substance use disorder services in the community. North County Serenity House provides a gender-responsive and trauma-informed environment, using evidence-based and best practices that recognize and account for the role that trauma frequently plays in substance use and criminal histories of women. For clients with co-occurring mental illness, we provide integrated substance use and mental health services which treat both conditions as primary. Our residential facility serves up to 120 women (with capacity for up to 20 children under 5 years of age) seeking recovery from substance use disorders.

Responsible for providing excellent customer service to clients, visitors, staff, etc. This position also provides administrative and clerical support for North County Serenity House. Responsible for daily reception functions of a front office to a busy behavioral health outpatient facility. This position may also assist with projects across programs and would be cross-trained to assist with data entry duties.

Key Responsibilities

Administrative Responsibilities: Answers phone calls and directs to appropriate staff. Coordinate intake appointments. Meet and greet clients and visitors. Receive and distribute documents to staff boxes, receive all outgoing mail for pick up, and receive deliveries and process returns. Maintain cleanliness of office and shared staff spaces. Provide assistance as necessary to the medical staff. Provides clerical support to clinical staff and management. Maintains inventory of required office supplies and purchased office materials as needed. Assists with filing, faxing, photocopying as requested. Creates and provides client data reports to supervisors or as requested by an outside agency or the county. Provides coverage for the Intake Coordinator as needed, which includes welcoming, screening and admitting participants to the program. Attends and participates in meetings and trainings as assigned. Participates and attends weekly supervision. Performs and maintains working relationship with internal and external programs. Generate reports and respond to inquiries regarding entered data as requested. Accurately prepares monthly, quarterly, annual and ad hoc reports for management team as requested. Works collaboratively with all disciplines of staff across programs. Arranges work schedule in accordance with agency needs that may include working evenings, weekends, and Holidays.

Database Management Responsibilities: Assists Data Entry Staff as needed in preparing source documents to resolve questions, inconsistencies, or missing data. Reviews and assists staff with making necessary corrections to information entered. Compiles, sorts, and verifies accuracy of data to be entered. Enters billing into County systems and maintains internal tracking system for all county submissions. Ensures correct pay sources are created, set-up and changes are completed, reviewed and submitted in EHRS and county systems. Follows-up on all pending claims and corrects and inputs denied claims on a regular basis. Monitors the consistency of client information between systems to ensure reimbursement of claims. Communicates effectively with clinical staff and management team regarding corrections needed in client chart. Responsible for monthly reconciliations. Checks Medi-Cal eligibility for new clients and on a monthly basis for all clients. Maintains confidential information. Performs all duties and projects as assigned, by or before the specific due dates.

Quality Improvement Responsibilities: Responsible for complying with policies and procedures to manage fiscal risk and ensure highest quality of care.

Record Management Responsibilities: Assist in establishing and maintaining effective and efficient records management systems. Maintains procedures associated with maintaining client privacy rights including, but not limited to the release of client information, HIPAA, subpoenas, and requests for records. Active participation and facilitation in program audits and reviews.

In addition, other duties as assigned.

Education and Knowledge, Skills and Abilities

Education and Experience Required:

• High School Diploma or equivalent.
• Drug and Alcohol registration recognized by Department of Health Care Services DHCS.
• Two years previous administrative experience.
• Previous work experience working with spreadsheets.
• Strong computer skills, including Outlook, Excel, Word and PowerPoint.
• Type 45 wpm.

Knowledge Required:

• Culturally competent and able to work with a diverse population.
• Ability to independently and in collaboration with others problem-solve.
• Able to handle multi-lined telephone system and intercom.
• Skilled in being very detail and results oriented.

In compliance with the California Department of Public Health's mandate, all employees must be able to provide proof of COVID-19 vaccination. Medical and religious exemptions are available.

Tag: IND100.