Administrative Assistant- Part Time - Felton Institute

Administrative Assistant -Part Time

Justice Services Division

Hayward

Agency Overview

Founded in 1889, Felton Institute/Family Service Agency of San Francisco has a 129-year history on innovation in services for vulnerable children, families, and adults. Our mission is to strengthen families by providing caring, effective, and innovative social services, with special emphasis on the needs of low-income families, children, and the elderly and disabled people, thus improving the quality of life for all participants. Felton offers a dynamic, challenging, and supportive work environment, with excellent benefits package and salaries. We are seeking employees who are excited by the idea of lifelong growth in the skills they bring to helping those in need.

Job Description

The Administrative Assistant is responsible both, for concentrated administrative functions of the Justice Services Division. This Administrative Assistant is under the supervision of the Program and Division Directors.

This staff will collaborate work with the Administrative Manager along with the Program Director/staff to coordinate the following:

• Pre-reviews for uploads
• Data Reconciliation
• Onboarding New Staff
• Data Entry into CIRCE/ INSYST/SmartCare
• Monitoring Contract requirements
• Manage the episode opening and closing of client charts
• Responsible for tracking intakes for Alameda Counties
• Maintain Compliance Binders specific to the offices as necessary for Programs
• Maintain data; generates and formats reports and other documents using a full range of computer software skills including spreadsheets, word processing, database management, and EHRs
• May assume responsibility for special projects related to Agency, Division, and Program functions.

Program Specific Responsibilities

• Work closely with Admin. Manager with maintaining chart health for Justice Division Programs including monitoring of task completion (i.e. correct coding and billing issues have been followed up on by program directors).
• Performs the following administrative duties, prepares ROEs-payment of invoices, reimbursements etc.
• Assists Program Directors/Managers in monitoring program objective targets, completing monthly report summaries )e.g. Productivity Reports, completion of Declaration of Compliance requirements).
• Assists Program Directors with CIRCE/INSYST/SmartCare auditing for ACBH County Programs.
• Reconciles monthly billings in CIRCE, INSYST/SmartCare.
• Attends county meetings/trainings related to administrative and quality assurance matters (i.e. Monthly Providers Meeting, Admin/Support Meetings, QA/IT Meeting, Staff Meetings, and MAA trainings) and disseminate information to staff.
• Set-up and bridge communications when appropriate.
• Other duties as assigned.

Minimum Qualifications

• Knowledge of ADA and other discrimination laws.
• Ability to get along with, work with and communicate with diverse population with staff, clientele and other organization members
• A minimum of 3 or more years of experience in an assistant/supportive role (experience supporting a mental health program a plus), with prior administrative experience of at least one program.
• Bachelor's degree or equivalent educational experience.
• Working knowledge of a variety of computer softward {i.e. Microsoft Word, Excel and Access, PowerPoint, Adobe)
• Strong organizational, interpersonal and communication skills
• Time management skills
• Ability to prioritize projects and follow through
• Ability to be a team player with a welcoming attitude
• Ability to cope with a high energy, intense work environment
• Ability to work primarily independently with direction and support

SEND RESUMES TO: "Jobs@felton.org"