Administrative Assistant, FCS (Bi-Lingual)

Administrative San Jose, California Palo Alto, California


Description

Position Title:                    Administrative Assistant

Division:                              Family & Children Services of Silicon Valley
Program/Dept:                 Administration
Reports to:                         Administrative Support Supervisor
Classification:                   Regular, Full-Time, Non-Exempt

Salary Range:                    DOE + Full Benefits Package                                       

 

Agency Description:       Founded in San Mateo, California, in 1964, Caminar’s thriving programs and services serve more than 14,000 individuals annually across San Mateo, Santa Clara, San Francisco, Solano, and Butte Counties. Our nonprofit organization’s portfolio of behavioral health and supportive services empowers and supports individuals and families to move toward resilience, wellness, and independence. And, we are expanding our capacity to address the increasingly complex needs of individuals and families.   

 

Position Summary:          The position of Administrative Assistant is responsible for performing administrative data entry and supportive clerical tasks.  The position also provides customer service and reception services for their respective location/program.

 

Essential Duties & Responsibilities:                       

  • Open or close lobby doors at the start or closing of business hours. Ensure reception area and lobby appears tidy and appropriate to receive visitors
  • Greet, welcome and announce visitors to staff. Notify when appointments have arrived.  Monitor waiting room area and client traffic. Ensure clients or visitors are accompanied by staff when entering the office areas.
  • Provides routine customer service and reception as part of client support. Call Center – recording, managing calls and scheduling appointments. Answer a multi-line phone system and properly route incoming calls in a professional, courteous and helpful manner. Triage client calls and forward to appropriate staff.
  • Assists in client intakes and registration for Open Access and Call Center referrals.
  • Maintain and support of the master calendar of client appointments for Medical staff.
  • Timely and accurate data entry of 42CFR & HIPAA protected client documentation into multiple EHR electronic health record databases.
  • Works collaboratively with admin team, supporting the efforts and needs of other departments, providing assistance in a team-oriented approach.
  • Performs clerical tasks such as filing, copying, ordering supplies, faxing, and word processing. Receive, respond and initiate emails.
  • Receive and distribute incoming mail and faxes. Coordinate outgoing mail and packages, including courier services, postage and interoffice distributions.
  • Participate in department and agency trainings as assigned.
  • Actively nurture and advance the cooperative, harmonious and teamwork oriented environment Caminar/FCS strives to promote within the workplace; Through daily efforts and presentation promote an atmosphere of dignity and respect in line with the organization’s mission, philosophy, policies and procedures.
  • Perform other related duties, responsibilities and special projects as assigned.
  • Cross training with other regional administrative staff and provide necessary coverage for duties during vacation and other absences.
  • Complete and submit accurate timesheets and reports absences to management in a timely manner
  • Other supportive as needed.

 

Requirements, Qualifications, Skills & Abilities:

  • Spanish bilingual required.
  • Customer Service—manages difficult customer situations, responds promptly to customer needs and solicits customer feedback to improve service.
  • Ability to maintain a high level of confidentiality, a professional demeanor and to represent the organization in a positive manner at all times. Must demonstrate acceptable level of maturity, good judgment, and emotional stability.
  • Oral and written communication—speaks clearly and persuasively in positive or negative situations; Completes formal written communications skillfully and professionally.
  • Must be passionate about Caminar's mission.
  • High School Diploma or GED is required. Bachelor's degree strongly preferred. Absent a BA, must have prior office or reception experience or possess an AA.
  • 1-3 years of related work experience or equivalent combination of education and experience.
  • Excellent understanding of insurance billing and payments processing: EOBs, ICD-9/ICD10 and CPT coding.
  • Knowledge of EHR preferred.
  • Excellent computer skills in a Microsoft Windows environment including email and Internet navigation required. Experience with EHR strongly preferred. Experience with web based time and attendance and staff training and development system is strongly preferred.
  • Problem solving—identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
  • Quality management—looks for ways to improve and promote quality and demonstrates accuracy and thoroughness.
  • Planning/organizing—prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
  • Adaptability—adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events. Ability to act quickly and appropriately in emergency situations.
  • Dependability—is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance. Consistently engages forward thinking by completing tasks before asked.
  • Safety and security—actively promotes and personally observes safety and security procedures, and uses equipment and materials properly.
  • Must be a dynamic self-starter with demonstrated ability to work independently at the front desk.

 

Physical, Environmental and Mental Requirements:

  • Physical: Occasionally required to push/pull objects up to 50 lbs, and to lift/carry objects up to 25 lbs. Frequently required to perform moderately difficult manipulative tasks such as typing, writing, etc. Must be able to walk, stand, sit for extended periods.
  • Sensory: Frequently required to read documents, written reports, and plans. Must be able to distinguish normal sounds with some background noise, as in answering the phone, interacting with residents and staff, etc. Must be able to speak clearly and understand/be understood using the English language.
  • Cognitive: Frequently required to concentrate on moderate detail with constant interruption. Must be able to attend to a task/function for 20-45 minutes at a time. Frequently required to understand and relate to specific ideas, several at a time. Must be able to remember multiple tasks/assignments given to self and others over a period of several days.
  • Environmental Conditions: Frequent exposure to varied office and mixed (residential/office) environments. Occasional exposure to toxins and poisonous substances, dust, and loud noises.
  • Equipment: Frequently required to use a computer, phone, and fax machine.

 

Special Requirements:

  • Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Caminar practices.
  • Must be able to pass post offer, pre-employment medical and drug tests as required under State Community Care Licensing regulations and/or agency policies.

 

 

Caminar is a leader in providing innovative client-oriented mental health services.  We are an equal opportunity employer.  Please visit our web site at www.caminar.org