File Clerk

File Clerk/Administrative Assistant

The File Clerk/Administrative Assistant assists the Office Manager and Program Director with the department's administrative activities and coordinates various administrative processes and projects. The File Clerk/Administrative Assistant is generally the lead administrative support position in a department. This position provides the full-range of administrative support activities for the Program Director and generally has responsibility for several established and ongoing complex and/or difficult processes unique to the department, in addition to general administrative support for the department.

Position Competencies:

• Advanced knowledge of Microsoft Office (PowerPoint, Excel, Outlook) and Google Workspace applications.
• Advanced clerical/administrative skills including personal computer skills and working knowledge of contemporary general office methods.
• Excellent organizational skills to manage projects and strong attention to detail.
• Strong writing, spelling, grammar, editing and proofing skills.
• Knowledge of clerical procedures and systems such as recordkeeping and filing.

Position Requirements:

• Must have a High School Diploma or equivalent.
• Must be able to pass California State Department of Justice criminal background investigation and fingerprinting.
• Two to four years of experience in a clerical/administrative role preferred.

Primary Duties:

• Under the direction of the Program Director, updates the staff productivity spreadsheet daily to track staff completion of notes and productivity percentages.
• Obtains and prints Medical Eligibility screenings for clients monthly and as requested by staff. Runs daily medical and updates in the EHR and the medical log when necessary.
• Collects certificates from staff when they have attended a training and submits that information to the H.R. department. Sends request(s) for provider change forms to the QA department by the 5th of every month.
• Ensures there are current adequate forms for the program staff to use and make certain these forms are readily available in the designated place.
• Develops, maintains and reviews forms, databases, spreadsheets, logs, schedules and other records to support work processes.
• Supports other administrative staff with covering in times of absence and/or breaks. Answers phone in a professional manner, and routes calls as necessary.
• Assists with coordinating the work of other staff members to ensure timely completion of work and to ensure that records are complete and accurate; provides training to assigned office personnel as assigned by the position.
• Reviews and tracks all dis-enrollments' and transfer request(s) submitted by staff. Monitors and maintains a list of all clients referred and maintain record of disposition of all clients in real time.
• Ensures all inactive clients program is closed in the EHR and coordinates with the management team and staff to resolve any issues with closing the program.
• Assists the Program Director with bi-monthly completion of staff time sheets and mileage reimbursements.
• Ensures client charts are appropriately maintained. This includes monitoring check out and returns of charts to chart room, ensuring confidentiality procedures are enforced and that documents are filed according to Department of Mental Health Standards.
• Ensures there are current, adequate forms for the program staff to use and these forms are readily available in the designated place.
• Ensures Patient's Rights, Medi-cal beneficiary and Complaint and Grievance procedure information is posted and that brochures are readily available to clients and visitors for the main program site and the Day Rehabilitation site. Reorders supply of information as required.
• Conducts quarterly reviews of all open cases in SRTS 1.0 and 2.0 to ensure the agency active client roster is accurate.
• Monitors and updates the active client roster in real time to ensure staff caseloads are accurate.
• Meets weekly with the Program Director and keep informed of all administrative aspects of the program in a timely manner. Ensures all FSP unique protocols are being qualitatively followed and report to Program Director any discrepancies of established administrative systems.
• Analyzes and makes recommendations on administrative processes.
• Runs the IBHIS errors report in the EHR and coordinates with the management team and other staff to resolve IBHIS errors in a timely manner.
• Attends and participates in all pertinent SCHARP and relevant County meetings.
• Assumes other duties as assigned by the Program Director.

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