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Administrative Assistant

Company: Felton Institute
Location: San Francisco
Posted on: November 22, 2021

Job Description:

Job Description: Administrative Assistant Senior Division Agency OverviewFounded in 1889, Felton Institute/Family Service Agency of San Francisco (FSA) is the oldest nonsectarian, nonprofit charitable social-services provider in the City and County of San Francisco. Our mission is to strengthen families by providing caring, effective, and innovative social services, with special emphasis on the needs of low-income families, children, and the elderly and indivuduals who are disabled, thus improving the quality of life for all San Franciscans.Additional Senior Division DescriptionOutpatient programs offers comprehensive service for persons with mental health concerns, helping them to maintain independence and dignity to age in place. Geriatric Outpatient Services (GOS) and Senior ICM based at 1500 Franklin, and Older Adult Day Support Center at 1099 Sunnydale, San Francisco, Programs offer mental health services to older adults with severe psychiatric disorders and includes a range of outpatient services, including treatment of dual diagnosis and homeless individuals. Felton Institute has contracts with the Department of Public Health Community Mental Health Services.Job DescriptionThe Administrative Assistant is responsible for providing direct support to Senior Division Programs for both operational and administrative duties. Under supervision of the Program Manager, the administrative assistant supports administrative and clerical needs and interfaces with program staff amongst the Division and agency AND supports the Administrative Manager with Program Operations, including pre-reviews for uploads, reconciliation, data entry into CIRCE / AVATAR, monitoring Contract requirements, and maintaining Compliance Binders for Programs. Maintains data; generates and formats reports and other documents using a full range of computer software skills including spreadsheets, word processing, database management, and EHRs. May assume responsibility for special projects related to Agency, Division, and Program functions.Program Specific Responsibilities

  • Oversees chart health of GOS, ICM, Sr.FSP, OADSC, including monitoring of task completion (i.e. correct coding and billing issues have been followed up on by staff and program directors).
  • Perform office administration (i.e., prepare Purchase Orders; sort and distribute fax, mail/packages, and parking assignments; assist in the preparation of Officer of the Day schedule/therapy room calendars; troubleshoot and manage office equipment, such as printer, copier, fax and postal machine.
  • Enter billing into Behavioral Health Billing and Information Systems (BIS).
  • Assist with Flex Funding and manage program petty cash.
  • Monitor client supply closet. Order items when needed.
  • Open and Close client Episodes in CIRCE and Avatar.
  • Maintains and updates client information in CIRCE and Avatar, including entering Timely Access information, Vitals, and other County Requirements as assigned
  • Performs the following administrative duties: monitor and purchasing office supplies, handles petty cash, prepares ROEs payment of invoices, reimbursements etc.
  • Coordinate matters requiring Division Director and Program Directors approval within the Senior Division.
  • Maintains MediCal and Compliance Binders
  • Assists Program Directors/Managers in monitoring program objective targets, completing monthly report summaries (e.g. Productivity Reports, completion of Declaration of Compliance requirements).
  • Assists Program Directors with CIRCE auditing for all Senior Division Programs.
  • Review PURQCs administrative requirements and enter PURQC approved hours in CIRCE.
  • Reconciles monthly billings in CIRCE and Avatar
  • Prepares and assists with employee on boarding and off boarding activities
  • Coordinate Monthly GOS and ICM Officer of the Day with Program Director to ensure sufficient clinical staffingMinimum Qualifications
    • A minimum of 2 or more years of experience in an assistant/supportive role (experience supporting a mental health program a plus
    • Ability to work in the office (not remote), adhere to COVID 19 protocols, i.e. masking frequently and while in all public spaces of the office, some lifting of charts and boxes, walking necessary
    • Knowledge of San Francisco Mental Health system is a plus
    • Working knowledge of a variety of computer software (i.e. Microsoft Word, Excel and Access, PowerPoint, Adobe)
    • Strong organizational, interpersonal and communication skills
    • Exceptional Time management skills
    • Ability to prioritize projects and follow through
    • Ability to be a team player, problem solve, with a welcoming attitude
    • Ability to cope with a high energy, intense work environment
    • Ability to work primarily independently with direction and support
    • Bi-lingual/bi-cultural candidates encouraged to apply.Additional Information:Agency-Wide Responsibilities and Division: Senior ServicesPosition: Permanent 1.0 FTEReports to: Program Manager of Senior ICM and GOS Programs Equal Employment Opportunity: Felton Institute will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance.

Keywords: Felton Institute, San Francisco , Administrative Assistant, Administration, Clerical , San Francisco, California

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