AARS SCC - Administrative Assistant - On-Call

About the role

HealthRIGHT 360 provides comprehensive, integrated, compassionate care to people in need, including primary medical care, mental health services, and substance use disorder treatment. This is a union eligible position.

Responsibilities

• Provide general administrative and secretarial support, including word processing, answering telephones, checking and delivering messages, distributing mail, faxing, copying, etc.
• Manage and direct client traffic in the reception area, ensuring a welcoming atmosphere reflective of AARS culture.
• Greet clients and visitors courteously, handle general inquiries, and provide informational resources.
• Interact tactfully and professionally with youth, adults, and families of clients.
• Develop, transcribe, and distribute meeting minutes, reports, and/or general information in a timely manner, as needed.
• Attend and participate in meetings (internal, County, ad-hoc, etc.) and debrief with agency or programs.
• Schedule appointments using current platforms and technology, and assist with appointment reminders as designated.
• Absorb intake scheduling and conduct intakes to new enrollments as needed.
• Undertake special projects.
• Participate in Health & Safety assignments or act as HR360’s Health & Safety Representative.
• Work closely with the Administrative Support Manager, administrative team, EHR billing team.
• Perform office opening and closing procedures.
• Maintain the neatness and organization of general office area.
• Arrange and assist with meetings, staff trainings, conferences, etc., including setup, breakdown, and corporate catering.
• Purchase and maintain inventory of supplies for office, custodial, kitchen, electronic equipment.
• Report facility issues to Administrative Support Manager and act as point of contact for vendors and technicians.

Data and Compliance Responsibilities

• Provide data entry, including client data, billing, and reports using the most current platform set forth by the program (Power BI, Welligent, Avatar, Qualo, Sharepoint, etc.).
• Perform Medi-CAL eligibility reviews.
• Create and reconcile pay sources.
• Absorb record archival per program needs.
• Absorb audit preparations and maintaining confidential files in both physical and electronic forms.
• Support management with data reconciliation and compliance tasks.

Billing Responsibilities

• Processes expenditures, including petty cash, client fees, expense forms, and reimbursements, etc.

Flexibility and Coverage Responsibilities

• Ability to arrange work schedule in accordance with the program’s hours of operations, which may include evenings and weekends.
• Ensure consistent front desk coverage by practicing staggered meal and rest breaks, and shift changes amongst administrative team.
• Adjust workload as necessary to ensure uninterrupted service delivery, including stepping in to provide support for other programs and counties during their peak demand times or staffing shortages.
• May be required to work weekends during program hours of operations, as needed.

Qualifications

• High school diploma, GED or equivalent required.
• Bachelor’s degree in related field preferred.
• Comply with California Statewide Healthcare Worker Vaccination Requirement; exemptions will be made for medical or religious reasons.
• Possess a valid First Aid and CPR certification or ability to obtain within 30 days of hire.
• Experience working with clients experiencing substance use issues.
• Experience of volunteering or special projects related to general office work.
• At least one (1) year of general office work experience preferred.
• Experience working in the behavioral health field.
• Experience with billing and data collection preferred.

Background Check and Other Requirements

• Must not be on active parole or probation.
• Bilingual: Bilingual in the Santa Clara County threshold languages preferred.
• We will consider for employment qualified applicants with arrest and conviction records.
• Must complete a background check and livescan.