Administrative Assistant

Description Administrative Assistant – KVSAP Location: Tulare, CA Position Type: Full-Time | Non-Exempt Salary Range: $19.57 – $20.76 per hour Join Our Mission At Kings View, every role contributes to something bigger — improving lives and strengthening communities. We are committed to providing behavioral health and social services to those with limited resources, guided by compassion, excellence, and respect. Position Overview Kings View is seeking an Administrative Assistant – KVSAP to serve as the front desk point of contact for clients, visitors, and staff while providing administrative and clinical support to the Medication Assisted Treatment program. Key Responsibilities • Greet clients and visitors professionally, check clients into the Methasoft system, and direct them to the appropriate service area while fostering a welcoming and positive client experience. • Manage front desk operations, including scheduling appointments and urine analysis (UA) testing in Methasoft, coordinating client flow, and maintaining efficient daily workflow. • Prepare urine specimen collection materials, conduct urine analysis testing, and assist with client intake processes, including collection of required documentation and verification of Medi-Cal/MediCare eligibility. • Answer, screen, and route incoming phone calls, respond to inquiries, manage voicemails, and provide general customer service support. • Process client payments, issue receipts, and maintain accurate financial transaction records for self-pay services. • Receive, review, process, and distribute incoming faxes, correspondence, and other documentation. • Request and verify cross-checks with surrounding MAT clinics to support admissions and continuity of care. • Enter, maintain, and update client admission, eligibility, demographic, and service information in SmartCare and Methasoft systems, ensuring accuracy and compliance with program requirements. • Prepare admission packets, administrative charts, client identification cards, reports, and other required documentation for program operations and regulatory reporting. • Maintain organized office records, databases, tracking systems, and monthly or as-needed reports for Tulare and Kings Counties. • Attend staff meetings and collaborate with team members to improve administrative processes, client services, and program operations. • Provide general administrative, audit, data tracking, budget support, and special project assistance as assigned by program leadership. • Maintain a clean, organized, and professional reception area, ensuring office supplies and client materials remain stocked and accessible. • Copy, distribute to staff, and enter u/a test results from certified lab in client records • Check Medi-Cal eligibility for new and existing MMT clients • Provide entry-level clerical/administrative support. • Maintain records (i.e. administrative, consumer, etc.) • Performs data entry/typing functions proficiently. • Effectively communicate verbally and in writing. • Perform Quality Assurance checks in client charts • File all pertinent documentation in client (paper) charts • Report any program discrepancies to SUD Programs Manager or SUD Programs Director • Submit time off requests at least 2 weeks in advance • Attend staff meetings as requested • Accept payments and write receipts for PC1000 clients • Record payments and ancillary fees and run balance on ledgers and balance sheets daily • Prepare charts for new enrollees • Search for and file any court documentation received prior to enrollment and file in chart • Input new enrollee information on Excel spreadsheet • Record payments and class number in each client chart • Prepare sign in sheets for instructor for each PC1000 class • Inform instructor of special instructions for any client • Prepare Completion Certificates for clients exiting program • Prepare enrollment notification, completion information, and compliance update information forms and send to the various courts as well as sending to clients • Report any program discrepancies to SUD Programs Manager or SUD Programs Director • Submit time off requests at least 2 weeks in advance • Attend staff meetings as requested What You'll Bring High School Diploma or equivalent One (1) year experience in an administrative or support role Proficiency in Microsoft Office Suite Typing and/or 10-key skills Strong organizational and customer service skills Experience working in Substance Use Disorder programs preferred Medical Assistant certification preferred Bilingual English/Spanish preferred Equal Opportunity Employer Kings View is an Equal Opportunity Employer. ADA Statement Reasonable accommodations will be provided in accordance with applicable laws.