Administrative Assistant - AARS Adult SUDS

HealthRIGHT 360•San Jose, CA

1d•Onsite

About The Position

HealthRIGHT 360, a nonprofit organization, is dedicated to providing accessible healthcare to vulnerable populations, focusing on mental health, substance use treatment, and primary care. The Adult Outpatient Substance Use Treatment program (ASATS) offers culturally responsive services in multiple languages, including individual counseling and specialized groups. The Administrative Assistant provides essential clerical, technical, and administrative support to management and county staff, ensuring program compliance and efficiency. This role requires excellent customer service, strict confidentiality, and the ability to adapt to various program needs.

Requirements

High school diploma, GED or equivalent required.
Possess a valid First Aid and CPR certification.
Experience working with clients experiencing substance use issues.
At least one (1) year of general office work experience preferred.
Comply with California Statewide Healthcare Worker Vaccination Requirement; exemptions will be made for medical or religious reasons.

Nice To Haves

Bachelor’s degree in related field preferred.
Experience of volunteering or special projects related to general office work.
Experience working in the behavioral health field.
Experience with billing and data collection preferred.

Responsibilities

Provide general administrative and secretarial support, including word processing, answering telephones, managing messages, distributing mail, faxing, and copying.
Manage and direct client traffic in the reception area, ensuring a welcoming atmosphere.
Greet clients and visitors courteously, handle inquiries, and provide informational resources.
Interact tactfully and professionally with clients and their families.
Develop, transcribe, and distribute meeting minutes, reports, and general information.
Attend and participate in meetings and debrief with agency or programs.
Schedule appointments using current platforms and technology and assist with appointment reminders.
Assist with intake scheduling and conduct intakes for new enrollments.
Undertake special projects.
Participate in Health & Safety assignments or act as HR360’s Health & Safety Representative.
Work closely with the Administrative Support Manager, administrative team, and EHR billing team.
Perform office opening and closing procedures.
Maintain the neatness and organization of the general office area.
Arrange and assist with meetings, staff trainings, and conferences, including setup, breakdown, and catering.
Purchase and maintain inventory of supplies for office, custodial, kitchen, and electronic equipment.
Report facility issues to the Administrative Support Manager and act as a point of contact for vendors and technicians.
Provide data entry for client data, billing, and reports using specified platforms (Power BI, Welligent, Avatar, Qualo, SharePoint, etc.).
Perform Medi-CAL eligibility reviews.
Create and reconcile pay sources.
Assist with record archival per program needs.
Assist with audit preparations and maintaining confidential files.
Support management with data reconciliation and compliance tasks.
Process expenditures, including petty cash, client fees, expense forms, and reimbursements.
Arrange work schedule in accordance with program hours, which may include evenings and weekends.
Ensure consistent front desk coverage by practicing staggered breaks and shift changes.
Adjust workload to ensure uninterrupted service delivery, including supporting other programs during peak demand or staffing shortages.
May be required to work weekends during program hours.
Perform other duties as assigned.