Administrative Assistant

Felton Institute•San Francisco, CA

21d•$30 - $35•Onsite

About The Position

As part of the Administrative Team, this position primarily supports two programs in San Francisco: Geriatric Outpatient Services West and the 1633 Valencia supportive housing site. This position is under the direct supervision of an assigned Program Director, along with the Administrative Manager II in supporting administrative, clerical needs, and operations. The role requires reporting to two locations in San Francisco and interfacing directly with program staff.

Requirements

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), some lifting of charts and boxes, and walking necessary.
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
Ability to work with other Admin staff supporting multiple sites when coverage is needed.

Nice To Haves

Knowledge of San Francisco Mental Health system and ONE System is a plus.
Bi-lingual/bi-cultural candidates are encouraged to apply.

Responsibilities

Oversee chart health of Senior Division Programs, including monitoring of task completion (i.e. annual chart review, correct coding, and follow-up on billing issues with staff and program directors).
Perform office administration (i.e. Filling, sorting and distributing faxes, mail/packages, and parking assignments; troubleshooting and managing office equipment, such as printer, copier, fax and postal machine.)
Perform administrative duties: monitor and purchase office supplies, handles flex funding and petty cash, prepare ROEs – payment of invoices and Staff reimbursements etc.
Maintains and updates client information in CIRCE and EPIC Care Link, including opening and closing client episodes, timely access information, inputting annual information updates and any billing information updates.
Maintains MediCal and Compliance Binders and assists Program Directors with program monitoring and auditing for all Senior Division 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 other EHRs if needed.
Assist Program Managers/Directors in monitoring program objective targets, completing monthly report summaries and assisting in completion of annual BOCC performance Objective reports for all Mental health programs in Senior Division (e.g. Productivity Reports, Weekly Reminders, etc.).
Assist Program Managers/Directors with CIRCE auditing for all Senior Division Programs.
Complete Pre-Upload Check before monthly billing upload and reconcile monthly billings in CIRCE and EPIC Care Link.
Maintains client records are updated in ONE system (uploading initial consents and quarterly as required by the funders).
Assist Program Managers/Directors during audit making sure all required updates and paperwork are met following the funders guidelines in ONE System.
Continuously overseeing charts in ONE system for completeness and accuracy of admission paperwork and relay to staff any missing paperwork.
Prepares and assists with employee on boarding and off boarding activities
Coordinate matters requiring Division Director and Program Directors approval within the Senior Division.
Supporting mainly two SF site locations within the Senior Division programs but will cover other sites as well when needed.
Other duties as assigned.