Administrative Assistant - Psychiatry

Psychiatric Administrative Assistant (Temporary)

At Child & Family Center, we're committed to creating a welcoming workplace where a wide range of perspectives and life experiences are valued. We encourage qualified candidates from all backgrounds to apply.

Child & Family Center scored the highest level ("very good to great") in our annual report card for The National Standards for Culturally and Linguistically Appropriate Services (CLAS) in Health and Health Care.

Awarded the Joint Commission Reaccreditation. The Joint Commission is the nation's oldest and largest standards-setting and accrediting body in health care.

Awarded the 2026 Silver Bell Seal for Workplace Mental Health. The Bell Seal for Workplace Mental Health is the nation's leading recognition for U.S. employers committed to creating mentally healthy workplaces.

Salary Range (final salary offer is based on a number of factors, such as certifications, experience, and more): $23.32 - $26.26/hour PLUS An additional $0.9615/hour Bilingual Spanish Differential

This is a temporary position expected to last up to six (6) months.

Benefits we offer!

• 16 paid Holidays including 1 week holiday closure (paid) in December through January
• Paid Birthday Floating Holiday
• Vacation and Sick Time
• Employee Wellness Program
• Medical Coverage
• Agency paid Dental & Vision Coverage (for EE-Only coverage)
• Voluntary Family Medical, Dental, Vision Coverage
• Agency paid Long Term Disability
• Agency paid Employee Life Insurance & Employee Accidental Death and Dismemberment
• Voluntary Employee and Family Life Insurance, and Family Accidental Death and Dismemberment
• 401(k) available with discretionary Agency match
• Pet Insurance

MINIMUM QUALIFICATIONS:

• B.A. or B.S. degree in mental health or a related field preferred with one year experience in administration required. Additional education may be substituted for job experience when appropriate.
• Experience with mental health and medical terminology preferred.
• Bilingual in Spanish and English required.
• Demonstrated organizational skills and comfort, aptitude, and appropriate boundaries when working with the Center's clinical population.
• Must maintain a valid California driver's license, insurance and driving record which complies with agency's insurance carrier standards.
• Must pass all applicable health, fingerprint/Live Scan and DMV clearances.

JOB PURPOSE:

The Psychiatric Administrative Assistant (Temporary) provides support to the Medication Managements Services Department.

The Psychiatric Administrative Assistant (Temporary) works comfortably in a team environment or independently and relates well to co-workers and County representatives. This position requires flexibility and the ability to manage time and multiple tasks with supervision support. The individual in this position must be able to assume a wide range of responsibilities, provide timely responses to requests and deadlines and works well under pressure.

ESSENTIAL JOB FUNCTIONS:

• Review requests for psychiatry referrals, ensuring all required documents have been obtained and initial psych consult has been scheduled in a timely manner.
• Schedule initials and follow up appointments and maintain psychiatric caseloads. Follow up to reschedule any missed appointments. Assist with rescheduling when requested by client or MD.
• Send ROI authorizations to parent(s) to e-sign and forwards to providers via fax.
• Uploads records received to EXYM, provide copy to Psychiatrist (in office), and/or notify Psychiatrist and email doc.
• Coordinate monthly consultation appointments with psychiatrists and therapists.
• Coordinate Treatment Team and CFT meetings.
• Coordinate pharmaceutical and psychiatric services for medication linkage to psychiatric clients.
• Communicate with pharmacies when a medication needs an ICD code, issues with prescription or refill. Communicate with Psychiatrist when refill request is needed. Send to Psychiatrist or print out per MD preference.
• Inform Psychiatrist of side effects reported by client or caregivers (email or phone call)
• Track Informed Consents for Medication, medical records received/requested, t E-signatures being received, fax and/or resend medical records to facilities.
• Track WIC 300, flag cases for the Psychiatrist, Fax JVs to Dependency Court- Psychotropic Medication Department, send JV 220 renewal every 6 months, and send labs for clients when the department needs records.
• Add activities for every client seen into EXYM.
• Provide translation /interpretation services (Spanish) for Psychiatrists.
• Regularly consult with Licensed Clinical Supervisor when appropriate to certain job functions.
• Attend all required meetings, supervision, and case reviews, as assigned.
• Print reports of completed progress note activities for psychiatrist's invoices. Scan and send to finance for payment.
• Provide monthly check-ins for all Meds-Only clients.
• Administer NET to new Meds-Only clients and refer for CM if ongoing needs identified.
• Gather authorizations for PCP, Specialists, DCFS, call to obtain fax numbers and fax them.
• Log authorizations into Medical Records Excel to track records being faxed/received.
• Call multiple pharmacies to locate medications not in stock.
• Reminder calls for appointments scheduled. Add notations of confirmation or re-schedule.
• Add clients to Psychiatric Zoom account and email the zoom link to individual clients one day before the appt.
• Send out Welcome Letters and nonattendance closing letters, as applicable.
• Enter clients into Quest Diagnostics.
• All other duties as assigned by Supervisor.

WORK SCHEDULE:

FLSA Status: Non-Exempt Full Time Temporary

Work-Week: Sunday Saturday

• Actual work schedule as agreed with Direct Supervisor and based on business/program needs.
• Work Schedule subject to change based on Center's needs.
• Temporary position. Expected Duration: Up to 6 months.

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. While performing the duties of this job, the employee is frequently required to:
• Walk.
• Use hands and fingers.
• Handle or feel objects, tools, or controls, and talk or hear.
• Stand and sit.
• Reach with hands and arms, and stoop, kneel, crouch, or possibly crawl.
• Occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

This Agency is an Equal Opportunity Employer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Child & Family Center uses E-Verify to confirm the identity and employment eligibility of all new hires.