Data & Administrative Specialist

Abode•San Jose, CA

1d•$27 - $30•Onsite

About The Position

The Data and Administration Specialist supports Abode’s Second Street Studios program in San Jose, California. The role combines data compilation and analysis with administrative support for program residents who have experienced chronic homelessness in the County. It is responsible for maintaining accurate and timely program and electronic medical record data, supporting billing and quality assurance activities, and improving data and administrative processes. The specialist also provides day-to-day administrative support to program and clinical staff, helps keep the office and its records organized, and offers welcoming customer service to participants. The role includes site-specific safety responsibilities and requires using a personal vehicle for program errands.

Requirements

Associate degree in Business Administration, Accounting, or a related field, or equivalent employment experience.
With a degree, at least 1 year of accounting, billing, or administrative experience in a nonprofit environment; without a degree, 3 years of accounting, billing, or administrative experience in a nonprofit environment.
Experience with data and billing systems and developing policies and procedures for these systems.
Personal vehicle, valid and current California Driver’s License, current insurance, and a clean DMV record.
Ability to work flexible hours, including some weekends and evenings.
Excellent verbal and written communication, organizational, and time-management skills.
Strong analytical and problem-solving skills and meticulous attention to detail.
Complete knowledge and understanding of confidentiality and HIPAA requirements.
Ability to work independently and collaboratively with teams.
Proficiency with Microsoft Office programs, systems, and platforms, and experience with medical record systems.
Ability to learn and use required mobile devices and business-related applications.
Strong communication skills, emotional intelligence, and cultural humility, with a demonstrated ability to build and maintain effective relationships with varied internal and external contacts.

Responsibilities

Collect and enter service data into multiple systems, including HMIS, Slate, and MyEvolv EMR, and ensure the data is accurate and timely.
Provide feedback, coaching, and direction to staff and supervisors to improve data quality.
Manage EMR intake and data entry, including enrollment paperwork and other forms.
Back up the Quality Assurance Coordinator with EMR training and troubleshooting.
Coordinate with Starlight and the Clinical Manager to ensure billing is correct and ready for submission; flag incomplete notes to the Clinical Manager.
Complete Medi-Cal checks for qualifying and Clinical Case Management programs.
Support ongoing chart audits and work with the Clinical Supervisor and County Quality Assurance during the annual Medi-Cal audit.
Identify and implement data-maintenance improvements, including automation to improve data integrity.
Serve as the escalation point for missing or incorrect system data, respond to internal data requests, and resolve data-related issues promptly.
Support improvements to the program’s administrative and Quality Assurance infrastructure.
Provide administrative support to clinicians and program staff, including the Program Manager, Clinical Supervisor, Psychiatrist, and Director of Health and Wellness.
Help program managers keep the office running smoothly and manage office space in coordination with maintenance, vendors, the County, and the landlord.
Maintain program rosters, ticklers, and other tracking mechanisms; remind staff about due or overdue items and help ensure forms are completed correctly and on time.
Support the Psychiatrist by greeting participants, backfilling appointments, communicating with pharmacies and insurance companies as needed, and providing other administrative assistance.
Provide welcoming customer service to participants using mental health services and other program participants visiting the offices.
Attend meetings and distribute meeting notes.
Organize space, invitations, attendance, and refreshments or meals for trainings and meetings.
Assist with onboarding new staff by orienting them to the site and training them on processes such as timesheets and check requests.
Implement improvements to the administrative infrastructure of the program and Clinical Case Management program.
Participate on the Safety Committee and provide leadership on site-specific safety issues.
Use a personal vehicle during the week to deliver items to administrative offices and run other program errands.
Perform other duties as assigned.