Position Title: Administrative Assistant
Program: Children’s Mental Health
Classification: Non-Exempt, Full-Time
Salary: $15-$18 per hour; Commensurate with Experience
Summary and Range of Authority: Under the supervision of the Program Manager and/or Office Manager, the Administrative Assistant is responsible for management of medical records and program support functions.
Essential Duties and Responsibilities:
- Provide administrative support to all Staff, including typing, setting up program files, statistical data collection, and other duties as requested by supervisors.
- Create, organize, file, and maintain client charts and records of public information and community contacts.
- File retention in accordance to the agency’s policy.
- Provide assistance in agency and program audits.
- Order all the supplies needed to run an efficient and professional office, keeping track of when supplies are running low, and making sure goods are ordered before they run out.
- Distribution of supplies for clinic and maintenance of inventory database.
- Maintenance and ensure accuracy of DCR, mHOMS, and CERNER.
- Generate monthly reminder reports for staff of paperwork requirements.
- Log, screen, and follow up with telephone, fax, mailed, or walk-in of clinic referrals.
- Answer all telephone calls and patch them through to the appropriate extensions or provide information to appropriate community resources.
- Follow up on phone messages and emails by the next business day
- Replenish all County and agency forms in Forms Room.
- Maintain Division work area with supplies and cleanliness
- Oversee office computers and equipment and troubleshoot if able or request for service.
- Organize Division paperwork through a comprehensive and easy-to-follow filing system for invoices, receipts, client information, staff information, and other important documents.
- Performs financial eligibility screening for all clients and enters corresponding info in Cerner, County Electronic Medical Record system
- Other duties and responsibilities as requested by supervisors.
Required Education, Certifications/Licenses and Language/Cultural Skills:
- High School diploma or equivalent
Minimum Experience and Qualifications Required:
- At least 2 years’ experience in an administrative position
- Skilled in proof-reading and reviewing documents for accuracy and completeness.
- Ability to type accurately and minimum of 35/wpm.
- Ability to work well under pressure.
- Excellent organizational skills, attention to detail and ability to complete assigned tasks in a timely fashion.
- Effective written and verbal communication skills.
- Effective time management skills; ability to manage multiple tasks simultaneously, prioritize, and successfully bring them to fruition.
- Proficient mathematical and clerical aptitudes.
- Good interpersonal skills and ability to work well in a multicultural environment, including tact, diplomacy, patience and professionalism in dealing with individuals from a variety of backgrounds.
- Must maintain strict confidentiality with regard to sensitive or proprietary information or materials.
- Must demonstrate intermediate level of computer literacy and experience using office productivity software i.e. Microsoft Word, Excel, Power Point, Internet browsers, and Outlook.
- Must pass background check (Live Scan Fingerprint).
- COVID-19 Vaccination required, unless exempted as a reasonable accommodation as allowed by the law.
- Must have TB clearance.
- Must be able to drive for business purposes to other program locations in San Diego County.
- Must have a valid California driver’s license and comprehensive automobile insurance coverage, as required by law.
- 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.
Additional Preferred Education or Qualifications:
- Bilingual in Spanish language preferred.
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.