Position Title: Administrative Assistant
Program: Wellness and Recovery Center
Classification: Non-exempt, Full Time
Salary Range: $18.00 - $20.00 per hour
Summary and Range of Authority: Wellness and Recovery Center, is based on a holistic approach to service delivery with an understanding that adults, TAY and older adults with serious mental illness can benefit from linkages to primary care physicians, access to non-traditional and culturally accepted healing communities, family and peer support, culturally appropriate education about mental illness and substance use, employment support services, and skill development. Under the direction of the Office Manager the administrative assistant supports the program with administrative duties.
Essential Duties and Responsibilities:
- Inputs patient information through Cerner electronic medical record system, including opening new client cases and discharging clients from coordinated care services.
- Inputs daily services provided by each clinician into Cerner system.
- Assists Office Manager and Medical Records Manager in the preparation of end-of-month and quarterly evaluation reports as required by contract.
- Assists Office Manager and Medical Records Manager in generating reports and process reconciliation to ensure data accuracy and integrity.
- Organizes and inputs financial information on each client, including Uniform Method of Determining Ability to Pay (UMDAP), insurance and other necessary information for billing.
- Updates client data in Cerner as necessary.
- Provides administrative support to the program by typing, filing, duplication, faxing and other duties as requested
- Collects time sheets, prepares accrual sheets for payroll and prepares check requests as needed
- Prepares electronic schedule for MD/NP and RN/LVN appointments
- Prepare charts for psychiatry visits and nurse visits
- Greets clients and visitors in a professional manner
- Using a multi-line phone, answer calls in a professional manner, take accurate messages and/or direct calls appropriately
- Maintains reception area in an organized and professional manner
- Maintains adequate copies of program brochures, client written materials and program required forms
- Sort mail, memos and incoming faxes and distribute to appropriate staff
- Maintain accurate list of office phone extensions, staff schedules, and other office schedules
- Works with Program Manager/Supervisor in obtaining and ordering office supplies and coordinate any required repairs of office equipment
- Act as a courier to deliver and pick-up mail between program and other UPAC offices
- Other duties as assigned.
Required Education, Certifications/Licenses and Language/Cultural Skills:
- High School diploma or equivalent
Minimum Experience and Qualifications Required:
- 1 year experience as an administrative assistant, clerk or receptionist
- Previous experience in data entry.
- Familiarity with computer applications including spreadsheets and word processing.
- Excellent attention to detail and ability to input electronic data accurately.
- Efficient time management skills and reliability in meeting deadlines. Effective communication skills.
- Works well independently and within a team. Ability to maintain strict confidentiality with regard to sensitive or proprietary information.
- Knowledge and experience relevant to work with Asian and Pacific Islander communities
- Will not be debarred or excluded from participation in Federal programs by the General Services Administration and/or the Department of Health and Human Services of the Inspector General
- Must be COVID-19 vaccinated and boosted if applicable or must be eligible for religious or medical exemption
- Must pass background check (Live Scan Fingerprint).
- Must be able to drive (when needed) for business purposes to other program locations in San Diego County. If employee drives his/her personal automobile for UPAC business, employee must have valid California driver’s license and comprehensive automobile insurance coverage, as required by law.
Additional Preferred Education or Qualifications:
- Associates in information systems or health related field preferred.
- Bilingual/bicultural in threshold language
Physical Demands and Work Environment:
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. Spends approximately 70% of work time sitting and meeting with others or working at a desk and/or computer. Spends approximately 30% of work time standing or walking within the work area or outside the office at meetings and events, also bends, twists, stoops and reaches. Ability to communicate in writing and verbally. Regularly required to sit and talk or hear. Frequently is required to use hands to touch, handle or feel and reach with hands and arms. Occasionally lifts and/or moves up to 25 pounds. Working conditions are normal for an office environment and event venues. The noise level is usually moderate.