SF Outpatient Services - Administrative Assistant

HealthRIGHT 360 gives hope, builds health, and changes lives for people in need by providing comprehensive, integrated, compassionate care that includes primary medical care, mental health services, and substance use disorder treatment. Our Outpatient services specialize in treatment mental health and substance use disorders with treatment and skills groups, as well as community resources.

Outpatient programs provide trauma-informed care aimed at reducing the harmful impacts of substance use. Participants and their counselors work collaboratively to design an integrated, individualized, strengths-based treatment experience geared towards addressing each client’s specific needs and goals.  Outpatient programs provide Individual and group therapy, individualized case management, treatment planning, drug and alcohol counseling, crisis intervention, and connection to social support services.

Benefits and perks:

• HR360 offers a robust benefits package, including PTO, 15 paid holidays, commuter benefits, retirement plans, and more!
• Employees qualify for public loan forgiveness programs
• Training and professional development opportunities
• Work with mission driven, compassionate colleagues and make a difference every day in the work that you do.

This is a union position.

The Administrative Assistant is responsible for providing clerical, technical, and administrative support to the San Francisco Outpatient Programs.  This position requires the ability to maintain strict confidentiality and handle information with excellent customer service skills, tact, and diplomacy. All Administrative Assistants are cross trained to assist with multiple programs as needed.

KEY RESPONSIBILITIES

• Provide general office administrative and secretarial support including but not limited to electronic health record data entry, word processing, answering telephones, checking messages, greeting clients and visitors with courtesy and respect, handling general inquiries, distributing mail, faxing, copying, etc.
• Work closely with the outpatient treatment staff and program management to provide clerical support as needed.
• Manages and directs client traffic in the reception area while providing a welcoming culture, greeting clients and visitors with courtesy and respect, handling general inquiries, providing informational resources, and interacting tactfully and professionally with all.
• Develop, transcribe, and distribute meeting minutes, reports, and/or general information as needed.
• Provide client support in the milieu by directing clients to the proper group and answering program-related questions.
• Manage client attendance and program verification sheets.
• Work as part of an integrated, multi-disciplinary team.
• Help set up and serve meals to program participants.
• Coordinate meal deliveries to the program and set the weekly menu.
• Coordinate facility and maintenance issues with the help of other agency departments.
• Provide data entry in electronic database systems, including but not limited to participant data, billing, and reports.
• Assist in maintaining confidential files in both physical and electronic forms in accordance with guidelines established by HealthRIGHT360 to satisfy internal and external evaluating requirements.
• May conduct/manage intakes of new enrollments
• Act as “buddy” for new hires.
• Take notes in interviews and assist with reference checks.
• Act as Health and Safety Representative and participate in Health & Safety assignments.
• Assist management with the reconciliation of data.

Facility Responsibilities:

• Arranges, attends, and assists with meetings, staff training, conferences, etc.
• Maintains neatness and organization of the office areas/kitchen/supply room/break room.
• Purchase and maintain inventory of supplies for the office, custodial, kitchen, and electronic equipment.
• Report facility issues to Program Manager and acts as a point of contact for vendors and technicians.

Data and Compliance Responsibilities:

• Provides data entry, including (but not limited to) client data, billing, and reports.
• Assists with audit preparations.
• Assists in maintaining confidential files in both physical and electronic forms.
• Assists management with the reconciliation of data.

Billing Responsibilities:

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

And perform other duties as assigned.

QUALIFICATIONS

Education, Certification, and Experience

Required:

• High School diploma or equivalent.
• First Aid Certified within 30 days of employment.
• CPR Certified within 30 days of employment.
• Volunteering or special projects related to general office work experience.

Desired:

• At least one year of general office work experience.
• Experience working in the behavioral health field.
• Experience with billing and data collection.
• Experience working with the criminal justice population.
• Experience with Medi-Cal billing through Electronic Health Record systems.

Skills and Abilities

Required:

• Ability to enter data into various electronic systems while maintaining the integrity and accuracy of the data.
• Professionalism, punctuality, flexibility, and reliability are imperative.
• Excellent verbal, written, and interpersonal skills.
• Ability to maintain confidentiality, display good judgment, and always exercise tact and diplomacy.
• Strong problem-solving skills.
• Excellent organization skills and ability to multitask and juggle multiple priorities.
• Outstanding ability to follow through with tasks.
• Ability to work cooperatively and effectively as part of an interdisciplinary team and independently assume responsibility.
• Strong initiative, enthusiasm and willingness to pitch in whenever needed.
• Ability to communicate well at all levels of the organization, including working with organization leadership and high-level representatives of partner organizations.
• Ability to work within a frequently changing project scope while maintaining overall direction and structured priorities.
• Strong proficiency with Microsoft Office applications, specifically Word, Outlook, and internet applications.

Desired:

• Crisis management and de-escalation skills.

We will consider for employment qualified applicants with arrest and conviction records.