Company: Felton Institute
Location: San Francisco
Posted on: November 22, 2021
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
- 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
- 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
- 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
- Assists Program Directors with CIRCE auditing for all Senior
- 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
- Coordinate Monthly GOS and ICM Officer of the Day with Program
Director to ensure sufficient clinical staffingMinimum
- 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
- 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
- Exceptional Time management skills
- Ability to prioritize projects and follow through
- Ability to be a team player, problem solve, with a welcoming
- Ability to cope with a high energy, intense work
- Ability to work primarily independently with direction and
- 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
Keywords: Felton Institute, San Francisco , Administrative Assistant, Administration, Clerical , San Francisco, California
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