Administrative Assistant - NCSH Residential

Administrative Assistant HealthRIGHT 360 gives hope, builds health, and changes lives for people in need by providing comprehensive, integrated, compassionate care that includes primary medical care, mental health services, and substance use disorder treatment. Health RIGHT 360 offers residential treatment services designed to serve individuals and families with substance use disorders and co-occurring mental health disorders. Our program helps clients address addiction and related issues, increase skills, manage stressors, connect to supportive service, and build a foundation for lasting recovery. Residential programs run 24/7 and include individual and group therapy, family therapy, individualized case management, treatment planning, drug and alcohol counseling, medication support services, and crisis intervention. Benefits and perks: HR360 offers a robust benefits package, including PTO, 15 paid holidays, commuter benefits, retirement plans, and more! Employees qualify for public loan forgiveness programs Training and professional development opportunities Work with mission driven, compassionate colleagues and make a difference every day in the work that you do. This is a union-eligible position. The required work schedule for this position is: Sunday through Thursday 8am-4:30pm HealthRIGHT 360, a nonprofit organization and a family of programs, is committed to providing accessible and comprehensive healthcare services to vulnerable populations. Our mission is to tackle systemic barriers to healthcare and promote health equity for all. We offer a wide range of services, including mental health care, residential and outpatient substance use treatment, and primary health services. Additionally, we provide transitional support for individuals re-entering the community after involvement in the criminal justice system. By integrating physical and behavioral health, we empower individuals to overcome challenges by addressing social determinants of health, fostering resilience, and facilitating recovery. North County Serenity House (NCSH), a residential program of HealthRIGHT 360, was founded in 1966 to provide substance use disorder services in the community. NCSH 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. The Administrative Assistant provides vital administrative support by managing phone lines, coordinating client appointments, and assisting with data entry and report generation. They ensure the accuracy of client records, oversee office supplies, and maintain the cleanliness of shared spaces. The role also involves handling mail, managing client privacy rights, and supporting billing and reconciliation processes. The Administrative Assistant works closely with staff and external agencies to maintain operational efficiency, while ensuring compliance with all relevant policies and procedures. Key Responsibilities Administrative and Clerical Support Answer phones, transfer calls, take messages. Coordinate intake appointments. Meet and greet clients and visitors. Check clients in and update client logs. Verify passes for clients going off-site. Assist with maintaining room calendars and scheduling. Receive, distribute documents, and manage outgoing mail. Provide clerical support to clinical staff and management. Assist with filing, faxing, and photocopying as needed. Assist in preparing source documents and resolving discrepancies. Provide coverage for Client Data Specialist and medical room when needed. Assist with audits and program reviews. Assist with fiscal tracking and ensuring accurate billing practices. Check clients in and verify their belongings. Coordinate and assist in off-site passes for clients. Check Medi-Cal eligibility for new and existing clients. Inventory and Supplies Management Maintain inventory of office supplies. Purchase office materials as needed. Monitor and maintain cleanliness in office and shared spaces. Data Management and Reporting Compile, sort, and verify accuracy of data for entry. Create and provide client data reports to supervisors, agencies, or the county. Generate monthly, quarterly, annual, and ad hoc reports as requested. Enter billing into county systems and track county submissions. Review and ensure accurate pay sources in systems. Monitor claim statuses, follow-up, and correct denied claims. Reconcile monthly billing records. Maintain confidentiality of all client data. Ensure records meet internal and external evaluation requirements. Provide client data reports and assist with client information updates. Adhere to HIPAA, privacy rights, subpoenas, and client information release policies. Ensure client data accuracy and address discrepancies. Maintain procedures for client privacy and information security. Facility and Program Security Secure program areas at the end of the workday. Ensure that all spaces are maintained according to program standards. Other Duties Comply with policies and procedures related to fiscal risk management. Ensure the highest quality of care by adhering to operational standards. Work collaboratively with internal and external staff across programs. Assist in managing staff schedules as needed. Support the medical team and clinical staff. Participate in weekly supervision and assigned training. Complete all assigned training in a timely manner. Perform assigned duties and projects within deadlines. Arrange work schedule based on agency needs, including weekends and holidays. And perform other duties as assigned. Qualifications Education, Certification, or Licensure High school diploma or equivalent required. Higher education preferred. Valid First Aid and CPR certification or ability to obtain within 30 days of hire. Experience Experience working with Microsoft Office applications, specifically with Excel. Five years of administrative experience with at least two years in a medical or community behavioral health setting preferred. Experience with electronic health record systems. Physical Requirements In an 8-hr workday, employee is required to perform work: Sitting - 5 - Hrs Standing - 2 - Hrs Walking - 1 - Hr Driving - Never In an average month, employee must travel out of town: Often (>2x) - Sometimes ( In an 8-hr workday, employee must: Not at all - Occasionally(1/4-2 hrs.) - Frequently(2-5 hrs.) - Continuously(5-8 hrs.) Bend/stoop Climb Reach above shoulder level Kneel Balance Push/pull Squat Crawl Crouch Lift* Carry** * Usual number Maximum number - 520 - lbslbs ** Usual number Maximum number - 520 - lbslbs Job requires: Working at heights - Yes - No - Explain Operating heavy machinery - Yes - No - Type Operating desk machines - Yes - No - Type - Computer, fax, printer, phone Precise manual dexterity - Yes - No - Explain - Documentation, data entry Exposure to extreme heat, cold, humidity - Yes - No - Explain