Admin Support

POSITION TITLE: Admin Support II

JOB TYPE: Union, Regular, Full-Time, Hourly, Non-Exempt, Benefited


PROGRAM: General & Administration


REPORTING TO: Director and/or Designee

SUMMARY:

Since its founding as a teen drop-in center in 1972, Community Solutions (CS) has grown in both depth and breadth of services in response to the growing and changing needs in the community. As one of the most comprehensive nonprofit human services agencies in Santa Clara County and the surrounding areas, CS provides prevention, intervention, treatment, and residential services to more than 6,400 clients annually, helping them overcome the challenges posed by mental health issues, substance abuse, trauma, severe family dysfunction, sexual and domestic violence, and human trafficking.

Community Solutions has a compassionate, strengths-based, client-centered, and trauma-informed team and service delivery approach. Values of respect, integrity, excellence, compassion, celebration, initiative, and unity guide the organization's culture.

This full-time opportunity is available for immediate hire within Santa Clara and Monterey Counties - California. Local candidates are highly preferred, as this opportunity requires a hybrid schedule and travel within a commutable distance to either to our Gilroy Headquarters, Morgan Hill or San Jose offices based upon proximity to the clients you will be serving.

The Ideal Candidate Will Possess the Following Qualifications and Knowledge:

Did you know that research shows that women and people from underrepresented groups often apply to jobs only if they meet 100% of the qualifications? Please understand that no one ever meets 100% of the capabilities. If much of this describes you, we encourage you to apply. This might be the right next role for you if you have:

• A.A. Degree or equivalent and two years of related office experience required.
• Medical office or clinic experience strongly preferred.
• Bilingual in Spanish and English strongly preferred. The individual will preferably be bicultural.
• Knowledge of general office procedures required.
• Knowledge of mental health services and programs related to the treatment and rehabilitation for people with mental illness and/or substance abuse is preferred.
• Must have excellent customer service skills including a professional and pleasant telephone manner.
• Must be computer literate with proficiency using Internet Explorer, MS Office programs (WORD, EXCEL and OUTLOOK), and have the ability to timecard application and electronic medical records (EMR) application.
• Demonstrates cultural competency by effectively working with people differing in value systems, ethnicity, cultural backgrounds, language capabilities and disabilities.
• Works well independently with minimal supervision.
• Works collaboratively with the team to maintain positive moral. Treats team members with respect, compassion and empathy. Shares acknowledgments and support as appropriate to build a healthy well-functioning team.
• Must have strength-based, problem solving and conflict resolution skills. Consistently applies good judgment and safeguards information to comply with all confidentiality requirements, ethical, and legal obligations of the program and Agency.
• Detail oriented with a high degree of accuracy when completing work assignments.
• Ability to work in a fast-paced environment. Flexible with changing work assignments when needed.
• Exhibits organizational skills and good time management with the ability to prioritize workload, handle multiple tasks and demands of the job.

What You'll Be Doing in the role of Admin Support II:

General

• Inputs and updates filing and record keeping systems, schedules, rosters and databases which contain program and/or Agency-wide statistics, as assigned, e.g., Outcomes tracking.
• Scans into the Electronic Medical Record system all client's documentation not produced in AVATAR and processes the hard copy as directed in the Standard Operation Procedures.
• Handles routine inquiries and provides information on Agency activities, processes, established services and programs and refers inquiries/calls to other staff.
• Trains newly hired staff on chart room duties and/or program support procedures, as delegated by supervisor.
• Creates a variety of materials from rough draft or other sources using word processing, spreadsheet, database or other applications. Develops forms, types meeting minutes and composes and types routine correspondence as assigned.
• Utilizes personal or Agency vehicle for Agency business, including, but not limited to, the transportation of program supplies and client charts.
• Attends and participates in Agency meetings and contributes to continuous quality improvement activities to enhance team and program development.
• Successfully completes all training requirements for this position to ensure Agency and contract compliance.
• Performs first aid as needed based on training and certification.

Program Staff Assignment

• Assists with scheduling and coordinating meetings/trainings.
• Creates, updates and maintains the Agency On-Call calendar and coordinates staff rotation.
• Conducts monthly billing reconciliation of services billed in UNICARE against what is in the client's electronic or physical record.
• Supports monthly audit process by updating client review lists, planning and scheduling review dates with staff, logging and reporting issues and tracking resolutions with Clinical Program Manager. Follows up on audit reviews and cross checks Agency report with department report once review complete then submits to Quality Assurance.
• Coordinates client referrals and maintain referral binder. Makes copies for staff, provides UNICARE Face Sheets, run eligibility screens, communicate with referral source, inputs to database, and forwards to team members. Email staff/Intake providers weekly to find out status of referrals to make sure the guidelines are met. When Program Director declines a referral, inputs info into UNICARE and closes referral.
• Assists Clinical Coordinator and Program Manager with eligibility issues/unsponsored list. Follows up with staff on eligibility issues/unsponsored list to make sure it has been complete.
• Creates reports that keep all program requirements updated and in compliance with County standards, e.g., Aftercare report.
• Reminds staff when mileage, schedules, timecards, and meetings are due. Reviews monthly staff mileage submission prior to submitting to Finance.
• For Courts and Community Referral Services Division, provides Flex/Housing Funds budget and expense reports. Maintains an itemized spreadsheet and binder to account for all Flex/Housing fund vouchers and reconciles data with Finance department.
• For Courts and Community Referral Services Division, maintains the petty cash balance. Provides and tracks receipts for staff using a spreadsheet. Provides the Program Director with weekly reports that include outstanding items, projections, check submittals, and reconciliation.

Diversity, Equity, and Inclusion:

Community Solutions is deeply committed to diversity, equity, and inclusion. We are a team of dedicated professionals with backgrounds as diverse as the impact we achieve. We are committed to diversity in our workforce and equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We encourage candidates from all backgrounds to apply.

Working at Community Solutions:

Community Solutions offers a competitive starting hourly rate of $25.31 , with additional supplemental earnings available based upon program which include second language skills, special certifications, and others. Additionally, our agency offers a generous employee benefits package and encourages a strong work-life balance. We believe in supporting the whole person by providing:

• 100% of premiums paid by employer for full-time employees and eligible dependent children
• 403(b) Retirement Plan with 5% employer match
• 3-weeks paid vacation to start
• 13 paid holidays; 96 sick hours per year (inclusive of self-care/mental health days)
• Longevity bonuses
• Generous family medical leave for eligible employees
• Student Loan Forgiveness Program
• Staff learning and development and robust in-house training opportunities
• Employee-led Diversity, Equity, and Inclusion Resource Group

Physical Requirements:

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. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to both sit and stand for extended periods, talk and hear, and use office equipment; occasional need to lift and move objects up to 25lbs.

Work Environment and Location: Commutable distance to either our Gilroy Headquarters, Morgan Hill or San Jose offices based upon proximity to the clients to be served.

Special Requirements:

• Must be able to meet and receive a criminal records clearance as required by specific programs, licensing regulations and Community Solutions practices.
• License: Possess a valid California driver's license, current car insurance and a good driving record as documented by a DMV report and consistent with the Agency's liability insurance requirements.
• Requires an automobile to perform routine job duties.
• COVID-19 Vaccination: Please note that Community Solutions has adopted a COVID-19 vaccination policy to safeguard the health and well-being of our employees and clients. As a condition of employment, Community Solutions employees are required to be fully vaccinated for COVID-19, unless a reasonable accommodation is approved or as otherwise required by law.

Note: This job description outlines primary duties, qualifications, and job scope, but is not intended to be a comprehensive description of job responsibilities. We expect each employee to offer their services wherever and whenever necessary to ensure the success of our endeavors.

All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills aptitudes and abilities to perform each duty proficiently.

Candidates for this position must be legally authorized to work directly as an employee for any employer in the United States without visa sponsorship.