Administrative and Operations Assistant

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The Behavioral Health Department provides mobile and embedded individual and group behavioral health services to homeless, or formerly homeless program participants struggling with mental health and/or substance abuse needs.The ECS Behavioral Health clinicians provide intensive and consistent services that follow clients across shelter, interim housing, and permanent housing locations.

SUMMARY OF DUTIES AND RESPONSIBILITIES

• Performs various operational tasks including but not limited to purchasing, assembling, delivering and installing supplies, equipment, furniture and other goods and services, while monitoring the shipment and proper distribution.
• Handles general clinic and office activities to communicate staff schedules, rosters, coverage information and attendance to ensure the smooth functioning of our department.
• Assists with managing required onboarding tasks for new staff. i.e. training, systems log ins, troubleshooting software etc.
• Handles departmental and programmatic correspondence such as voicemail, post mail, email, faxes, scanning, reporting, note taking, meeting minutes, printing etc.
• Performs screening and verifications of MediCal and MediCare eligibility.
• Ensures accurate and timely tracking, updating and communication of client referrals for coordination of services and data collection
• Conducts financial reconciliation of expenses, verifies invoices, tracks expenditures, audits receipts, prepares reports, and monitors budget tracking.
• Maintains accurate records, documentation and databases to support quality assurance and compliance.
• Maintains staff transportation and programmatic accounts.
• Manages the distribution of stipends to interns, volunteers and program participants.
• Assists with off-boarding staff members and keeping inventory of staff equipment.
• Conducts site visits to behavioral health clinics and administrative sites as requested to support best practices with signage, safety and compliance.
• Tracks program inventory and coordinates capital improvements as necessary.
• Upholds and practices HIPAA standards with all sensitive information.

REQUIREMENTS

• High School diploma or equivalent.
• Microsoft Excel expertise, including making graphs and charts from data analytics and use of common spreadsheet formulas.
• Proficient in the use of PC computers and associated software.
• At least three years of experience working in an office environment.
• Experience and success in office management.
• Ability to prepare written reports and correspondence.
• Ability to understand and follow verbal and written instructions.
• Ability to effectively communicate, verbally and in writing.
• Must be able to maintain a high level of confidentiality.
• Must have excellent organization and time management skills.
• Ability to build and maintain positive internal and external relationships.
• Ability to provide exemplary customer service to all employees and outside constituents.
• Ability to function independently and as a member of a team in a multi-task environment.
• Must be flexible and able to handle multiple priorities.
• Must possess the ability to adjust to high pressure and rapidly changing business conditions.
• Must secure annual TB test.
• Must be timely with all methods of correspondence.

ECS will consider for employment qualified applicants with arrest and conviction records as consistent with San Francisco's Fair Chance Ordinance.

ECS is an equal opportunity employer. Affirming diverse identities and lived experience, we strive to create an inclusive environment where all employees feel a sense of belonging.