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Aspiranet · 1 day ago

Administrative Assistant II-Bilingual Spanish Required

Hanford, CA

Full-time

Onsite

New Grad, Entry Level

Aspiranet is a trusted service provider focused on helping families thrive through various support services. The Compliance Specialist/Administrative Assistant will improve the quality of clinical records and provide administrative support to the Core Program Director, ensuring compliance with documentation and billing processes.

Child CareChildrenNon Profit

Responsibilities

Complete all duties listed under the Administrative Assistant – Level 1 job description

Meet and greet clients and visitors in a courteous and professional manner

Effectively operate a multi-line phone system, and process incoming calls to differentiate between emergency and non-emergency phone calls and situations and respond accordingly per office and agency policies and procedures

Implement and/or maintain current office organizational standards

Respond to the administrative needs of staff and clients in a timely fashion as directed by the Core Program Director

Standard office computer system operation and maintenance of equipment such as a multi-functional machine (copy/fax/scanner), postage meter, printer, etc

Proficiency in Microsoft Excel and Word or similar word processing software

Maintain agency petty cash records according to agency policy and procedures

Maintain agency/district cash and in-kind donation records according to Agency policy and procedures

Code and submit all district reimbursements and vendor bills according to Agency policies and procedures

Sort, date stamp and deliver all incoming mail and process out-going mail according to office procedures

Inventory and purchase all office supplies as scheduled to ensure smooth and efficient office operations

Produce meeting minutes and daily correspondence, as requested, in a timely manner

Provide verbal and written information to families and clients, as directed

Assist with the completion of Personnel paperwork including pre-employment packets, separation packets, and new hire packets

Forward expired and missing personnel items to the Human Resources Department and assist employees in locating resources to obtain requested documentation (i.e. first aid, DMV printouts, health screenings, etc.)

Accurately maintain the database, according to agency policy and procedures

Generate accurate and timely database reports on a daily, weekly, monthly and quarterly basis

Customize agency/district forms and documents as appropriate, maintain computer forms directories

Reviewing the completeness, accuracy, and timely input of all required data entered into County and Agency databases

Coordinate monthly chart audits with Program Manager/HOS; reviewing charts for compliance, accountability and internal responsibility

Generate accurate and timely reports on a daily, weekly, monthly and quarterly basis, and preparing reports in response to audits including plans of correction

Monitors programs and services in order to ensure desired changes are effective objectives which are achieved, and program changes are maintained

Participate in monthly Peer Review/Compliance meetings per County and Agency guidelines, as assigned

Accountable for current knowledge of utilization management responsibilities, including regulations and payer information (i.e. EPSDT, insurance standards)

Assist Program Manager/HOS to provide oversight and administrative assistance in tracking documents, monitoring best practices regarding documentation and billing, and maintaining client privacy and dignity

Reviews monthly Satisfaction Survey and other outcome data and disseminates results and staff/client comments to Program Manager/HOS; assist in the development of systems identified as opportunities for improvement and the collection of this data

Demonstrate sensitivity and responsiveness to cultural differences

Maintain appropriate professional boundary areas with staff, clients, families and community resources

Support and model Aspiranet’s values, represent the Agency in a professional manner, and abide by the Agency’s Professional Code of Ethics

Follow all HIPAA compliance guidelines to ensure the confidentiality of all client information at all times

Perform other duties as deemed necessary for the fulfillment of program requirements

Qualification

Microsoft ExcelMicrosoft WordBilingual SpanishDatabase managementOffice equipment operationData analysisCommunication skillsOrganizational skillsFlexibility

Required

Bilingual in Spanish

Proficiency in Microsoft Excel and Word or similar word processing software

Ability to identify trends or problem areas

Experience working in a Windows® based environment including communications software using remote and file transfer protocols

Flexibility to manage the assigned workload in order to meet task deadlines

Ability to prioritize multiple tasks

Experience and knowledge operating and maintaining standard office equipment such as a copier, and printer

Ability to analyze and interpret data, and to effectively communicate findings

Meets all state required conditions of employment as set forth by Community Care Licensing for a Licensed Community Care facility; i.e. Fingerprint and Child Abuse Index clearance, TB/Health Physical, valid CDL and clean driving record

Meets all compliance requirements of federal, state, and country regulations by periodic sanction checks