Administrative Assistant

Buckelew Programs - San Rafael, CA4.4

Buckelew Programs mission is to promote recovery, resilience and hope by providing behavioral health and support services that enhance quality of life. Since 1971 the agency has provided behavioral health services along a continuum of care.

The Administrative Assistant supports various program activities under the supervision of the Program Director. Performs administrative, clerical and support functions – including maintenance and production of program records, maintenance and compilation of program data, and production of data reports. Key functions of this position include learning and operating various electronic health records and data systems, including the production of data from them, and serving as the on-site expert regarding those systems for program staff; and providing general administrative office support to program staff as directed by the Program Director.

In General:
Provide a welcome and professional greeting to visitors consistent with the agency’s mission, vision and values, by staffing the lobby reception area as scheduled. Greet and welcome Buckelew visitors, redirect visitors for other building tenants, accept deliveries and rent payments, answer and professionally direct calls, etc.
Provide administrative support to the Program Director to support the work of counseling services and the suicide prevention hotline.
Maintain and oversee the operation of Counseling Services Electronic Health Records system and Suicide Prevention Hotline’s data systems, including insuring the accuracy of data entered into those systems in accordance with predetermined protocols.
Perform clerical tasks including checking voicemail, filing, copying, and completing routine correspondence and reports.
Support the program by answering calls, problem solving administrative issues, and providing logistical support to program activities.

Suicide Prevention Hotline:
Manage the operation of Hotline databases and produce data reports as assigned.
Support volunteers and shift counselors with technical assistance regarding Hotline databases, in-service trainings, and tracking volunteer hotline hours.
Maintain stock of marketing materials, respond to materials requests, distribute and track materials distributed to other agencies.

Counseling Services:
Responsible for operating program electronic health record system, including opening and closing client cases, verifying client Medi-Cal or insurance eligibility, and producing data reports from the system to support program management, staff and finance to facilitate billing.
Maintain up-to-date information pertaining to current California license records and expiration dates for licensed professionals and registered interns. Insure updated data is provided to Human Resources for employee personnel files.
Copy, assemble, and maintain availability of various program documentation packets and forms.
Staff Intake phone line 6 hours per day. Complete all required duties associated with this, including completing Intake forms, checking insurance eligibility, maintaining Intake spreadsheet and other tracking procedures for Intake, and scheduling appointments with Clinicians if necessary.

High School diploma with minimum of 5 years’ experience in an administrative role in a small to mid-size organization, preferably a non-profit and/or health agency. Experience working within all the rules, regulations, and policies that govern agency compliance.

Computer literacy. Competence with Microsoft Office including Word, Excel, PowerPoint and Outlook. Highly organized. Written and oral communication. Able to effectively and succinctly communicate. Attention to detail. Reliable, with excellent attention to detail and accuracy. Comfortable and competent at working with numbers, including performing basic arithmetic computations. Able to produce data summaries and reports as well as assist Program Director in producing and analyzing data to track performance measures. Able to establish and maintain effective working relationships based on mutual trust and respect, and be a team player. Able to partner with and support program leaders throughout the organization. Self-motivated and able to work independently as well as collaboratively with a team. Able to complete all tasks required in a timely fashion. Working understanding of highly confidential environments and ability to maintain confidentiality. Knowledge of HIPAA requirements. Experience maintaining privacy and confidentiality with Electronic Health Records systems a plus. Able to adjust to duties that can vary significantly from day to day. Able to accept direction from various supervisors.

SPECIFICS ABOUT THIS JOB: This is a full-time 30 hour per week position. Hours will be 6 hours five days per week (Monday through Friday) to be agreed upon with supervisor and consistent week-to-week. Requires livescan fingerprint clearance as part of post-offer, pre-hire process.