Administrative Assistant - NCSH Residential

JOB SUMMARY 

HealthRIGHT 360, a nonprofit organization and a family of programs, is committed to providing accessible and comprehensive healthcare services to vulnerable populations. Our mission is to tackle systemic barriers to healthcare and promote health equity for all. We offer a wide range of services, including mental health care, residential and outpatient substance use treatment, and primary health services. Additionally, we provide transitional support for individuals re-entering the community after involvement in the criminal justice system. By integrating physical and behavioral health, we empower individuals to overcome challenges by addressing social determinants of health, fostering resilience, and facilitating recovery.

North County Serenity House (NCSH), a residential program of HealthRIGHT 360, was founded in 1966 to provide substance use disorder services in the community. NCSH provides a gender-responsive and trauma-informed environment, using evidence-based and best practices that recognize and account for the role that trauma frequently plays in substance use and criminal histories of women. For clients with co-occurring mental illness, we provide integrated substance use and mental health services which treat both conditions as primary. Our residential facility serves up to 120 women (with capacity for up to 20 children under 5 years of age) seeking recovery from substance use disorders.

The Administrative Assistant provides vital administrative support by managing phone lines, coordinating client appointments, and assisting with data entry and report generation. They ensure the accuracy of client records, oversee office supplies, and maintain the cleanliness of shared spaces. The role also involves handling mail, managing client privacy rights, and supporting billing and reconciliation processes. The Administrative Assistant works closely with staff and external agencies to maintain operational efficiency, while ensuring compliance with all relevant policies and procedures.

KEY RESPONSIBILITIES 

Administrative and Clerical Support

• Answer phones, transfer calls, take messages.
• Coordinate intake appointments.
• Meet and greet clients and visitors.
• Check clients in and update client logs.
• Verify passes for clients going off-site.
• Assist with maintaining room calendars and scheduling.
• Receive, distribute documents, and manage outgoing mail.
• Provide clerical support to clinical staff and management.
• Assist with filing, faxing, and photocopying as needed.
• Assist in preparing source documents and resolving discrepancies.
• Provide coverage for Client Data Specialist and medical room when needed.
• Assist with audits and program reviews.
• Assist with fiscal tracking and ensuring accurate billing practices.
• Check clients in and verify their belongings.

• Coordinate and assist in off-site passes for clients.
• Check Medi-Cal eligibility for new and existing clients.

Inventory and Supplies Management

• Maintain inventory of office supplies.

• Purchase office materials as needed.
• Monitor and maintain cleanliness in office and shared spaces.

Data Management and Reporting

• Compile, sort, and verify accuracy of data for entry.
• Create and provide client data reports to supervisors, agencies, or the county.
• Generate monthly, quarterly, annual, and ad hoc reports as requested.
• Enter billing into county systems and track county submissions.
• Review and ensure accurate pay sources in systems.
• Monitor claim statuses, follow-up, and correct denied claims.
• Reconcile monthly billing records.

• Maintain confidentiality of all client data.
• Ensure records meet internal and external evaluation requirements.
• Provide client data reports and assist with client information updates.
• Adhere to HIPAA, privacy rights, subpoenas, and client information release policies.
• Ensure client data accuracy and address discrepancies.
• Maintain procedures for client privacy and information security.

Facility and Program Security

• Secure program areas at the end of the workday.
• Ensure that all spaces are maintained according to program standards.

Other Duties

• Comply with policies and procedures related to fiscal risk management.
• Ensure the highest quality of care by adhering to operational standards.
• Work collaboratively with internal and external staff across programs.
• Assist in managing staff schedules as needed.
• Support the medical team and clinical staff.
• Participate in weekly supervision and assigned training.
• Complete all assigned training in a timely manner.
• Perform assigned duties and projects within deadlines.
• Arrange work schedule based on agency needs, including weekends and holidays.

And perform other duties as assigned.

QUALIFICATIONS

Education, Certification, or Licensure

• High school diploma or equivalent required. Higher education preferred.
• Valid First Aid and CPR certification or ability to obtain within 30 days of hire.

Experience

• Experience working with Microsoft Office applications, specifically with Excel.
• Five years of administrative experience with at least two years in a medical or community behavioral health setting preferred.
• Experience with electronic health record systems.

PHYSICAL REQUIREMENTS

In an 8-hr workday, employee is required to perform work:

Sitting

5

Hrs

Standing

2

Hrs

Walking

1

Hr

Driving

Never

In an average month, employee must travel out of town:

☐ Often (>2x)

☒ Sometimes (<2x)

☐ Never

In an 8-hr workday, employee must:

Not at all

Occasionally

(1/4-2½ hrs.)

Frequently

(2½-5½ hrs.)

Continuously

(5½-8 hrs.)

Bend/stoop

☐

☒

☐

☐

Climb

☒

☐

☐

☐

Reach above shoulder level

☐

☒

☐

☐

Kneel

☐

☒

☐

☐

Balance

☐

☒

☐

☐

Push/pull

☐

☒

☐

☐

Squat

☐

☒

☐

☐

Crawl

☐

☒

☐

☐

Crouch

☐

☒

☐

☐

Lift*

☐

☒

☐

☐

Carry**

☐

☒

☐

☐

*     Usual number

       Maximum number

5

20

lbs

lbs

**   Usual number

       Maximum number

5

20

lbs

lbs

Job requires:

Working at heights

☐ Yes

☒ No

Explain

Operating heavy machinery

☐ Yes

☒ No

Type

Operating desk machines

☒ Yes

☐ No

Type

Computer, fax, printer, phone

Precise manual dexterity

☒ Yes

☐ No

Explain

Documentation, data entry

Exposure to extreme heat, cold, humidity

☐ Yes

☒ No

Explain

Exposure to dust, fumes, gases, chemicals

☐ Yes

☒ No

Explain