Community Solutions for Children, Families, and Individuals · 1 day ago
Admin Support
San Jose, CA
Full-time
Hybrid
Entry Level
$24.51/hr - $24.51/hr
2+ years expCommunity Solutions for Children, Families, and Individuals is a comprehensive nonprofit human services agency in Santa Clara County. They are seeking an Admin Support II to assist with administrative tasks, maintain records, and support program operations while ensuring compliance with agency standards.
CharityChildrenHealth CareMental HealthNon ProfitWomen's
No H1B
Responsibilities
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
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
Qualification
Required
A.A. Degree or equivalent and two years of related office experience required
Knowledge of general office procedures required
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
Must be able to meet and receive a criminal records clearance as required by specific programs, licensing regulations and Community Solutions practices
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
Preferred
Medical office or clinic experience strongly preferred
Bilingual in Spanish and English strongly preferred. The individual will preferably be bicultural
Knowledge of mental health services and programs related to the treatment and rehabilitation for people with mental illness and/or substance abuse is preferred
Benefits
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
Company
Community Solutions for Children, Families, and Individuals
Everybody faces challenges in their lives. Nobody should have to face those challenges alone. Community Solutions makes sure they don't have to.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Erin O’Brien
President and CEO
Recent News
Charlotte Business Journal
2024-01-05
Company data provided by crunchbase