AARS SCC - Administrative Assistant - On-Call

HealthRIGHT 360•San Jose, CA

11d

About The Position

The Administrative Assistant provides clerical, technical, and administrative support to the Administrative Support Manager, Project Manager, Director of Program Operations, and Santa Clara County staff to support program compliance and efficiency. The position provides high-quality customer service to new and returning clients and requires strict confidentiality, tact, diplomacy, and professionalism when handling information. Administrative Assistants are cross-trained to assist with multiple programs as required by program leadership. This is an on-call position with variable shift needs. Program hours are Mondays and Fridays from 9:00 a.m. to 6:00 p.m., and Tuesdays, Wednesdays, and Thursdays from 9:00 a.m. to 8:00 p.m. Work schedules may need to align with program operating hours, including evenings and weekends.

Requirements

High school diploma, GED, or equivalent.
Comply with the California Statewide Healthcare Worker Vaccination Requirement; medical or religious exemptions will be made.
Possess a valid First Aid and CPR certification or be able to obtain it within 30 days of hire.
Must not be on active parole or probation.

Nice To Haves

Bachelor’s degree in a related field.
Experience working with clients experiencing substance use issues.
Experience volunteering or completing special projects related to general office work.
At least one year of general office work experience.
Experience working in the behavioral health field.
Experience with billing and data collection.
Bilingual ability in Santa Clara County threshold languages.

Responsibilities

Provide general administrative and secretarial support, including word processing, answering telephones, checking and delivering messages, distributing mail, faxing, and copying.
Manage client traffic in the reception area and help maintain a welcoming atmosphere.
Greet clients and visitors, answer general inquiries, and provide informational resources.
Interact tactfully and professionally with youth, adults, and clients’ families.
Prepare and distribute meeting minutes, reports, and general information as needed.
Attend internal, County, and ad hoc meetings and debrief with the 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 as needed.
Undertake special projects and participate in Health & Safety assignments or serve as a Health & Safety Representative.
Work closely with the Administrative Support Manager, administrative team, and EHR billing team.
Perform office opening and closing procedures and maintain the organization of the general office area.
Arrange and assist with meetings, staff trainings, and conferences, including setup, breakdown, and corporate catering.
Purchase and maintain inventory of office, custodial, kitchen, and electronic equipment supplies.
Report facility issues to the Administrative Support Manager and serve as a point of contact for vendors and technicians.
Enter client, billing, and reporting data using program platforms such as Power BI, Welligent, Avatar, Qualo, and SharePoint.
Perform Medi-Cal eligibility reviews, create and reconcile pay sources, and assist with record archival.
Assist with audit preparation and maintain confidential physical and electronic files.
Support management with data reconciliation and compliance tasks.
Process expenditures, including petty cash, client fees, expense forms, and reimbursements.
Arrange work schedules in accordance with program operating hours, which may include evenings and weekends.
Maintain consistent front desk coverage by coordinating meal and rest breaks and shift changes with the administrative team.
Adjust workload to support uninterrupted service delivery, including helping other programs and counties during peak demand or staffing shortages.
Work weekends during program operating hours as needed.