Administrative Assistant (Part-Time) - Felton Institute

Administrative Assistant (Part-Time)

Reentry Engagement Program (REP)

Justice Services

Agency Overview

Felton Institute responds to the needs of our community by providing innovative, evidence-informed social services that transform lives. Our organization offers 50+ programs that address mental health, the unhoused, early care and education, those impacted by the justice system, transitional age youth, as well as aging adults. Our programs combine the latest scientific research with cultural sensitivity and a deep commitment to supporting and reflecting the communities we serve. Felton offers a dynamic, challenging, and supportive work environment where we encourage the use of professional development, that staff can utilize throughout their career.

Program Description

The Reentry Engagement Program (REP) is a community-based, intensive case management and mental health short-term program that is centered around the priorities and interests identified by its clients--both in-custody at Santa Rita Jail and recently released into the community. REP is operated by a diverse team of clinicians and peer support staff who are committed to the values and principles of social and restorative justice in their partnership with REP’s clients (TAY and adults with serious mental health conditions.) This program seeks to help increase coordination amongst service delivery systems; support clients in navigating reentry and transition of care; expand the inter-disciplinary treatment team approach of planning of care, treatment, and services for clients; and improve client outcomes to reduce recidivism and hospitalization.

Job Description

Under the supervision of the Reentry Engagement Program Director and with regular collaboration with Felton Quality Management’s (QM) Administrative Manager, the Administrative Assistant is responsible for concentrated administrative functions of the Reentry Engagement Program. Primary duties are related to processing and maintaining organized client physical and electronic health records and personnel documents related to contract, county, and state compliance; billing; and providing general administrative support to REP.

Specific Responsibilities

• Provide back-up coverage with greeting clients/visitors and/or escorting them throughout building to office suites.
• Track incoming deliveries and mail and assist with distribution to staff.
• Maintain an inventory of office and client supplies, communicate needs to Program Director, and monitor/coordinate maintenance of office equipment.
• Support creation and maintenance of accurate, organized, and up-to-date electronic and physical client health records and, within scope of Felton and county compliance, REP personnel records.
• Work closely with Program Director and QM Admin. Manager with maintaining chart health for Justice Division program including monitoring of task completion (i.e. correct coding and billing issues have been followed up on.)
• Assists Program Director with CIRCE/BOX auditing and preparation for chart review.
• Reconciles monthly billings in CIRCE, INSYST/SmartCare.
• When requested attend county meetings/training related to administrative and quality assurance matters (e.g. Admin. Support Meetings, QA/IT Meetings) and report out.
• Assist with onboarding of new staff as it pertains to administrative functions.
• Data entry into electronic health records and billing.
• Other duties as assigned. 

Minimum Qualification

• A minimum of 2 or more years of experience in an assistant/supportive role required. Experience supporting a mental health program preferred.
• Knowledge of HIPPA laws.
• Associates degree required. Bachelor's degree preferred.
• Excellent verbal and written communication skills and basic math skills required.
• Ability to get along with and communicate with diverse population of staff, clientele and other organization members and commitment to warm office culture of REP. Professional demeanor and dependability.
• Strong ethics, utmost respect towards confidentiality, and ability to exercise good judgment and discretion.
• Ability to prioritize, track, and perform multiple tasks and meet deadlines.
• Excellent attention to detail.
• Working knowledge of a variety of computer software.
• Comfort with being flexible and working as a team player.
• Ability to work primarily independently with direction and support.

Additional Information:

Reports to: REP Director

Job Type: Part-Time, 20 hrs/wk

Work Schedule: Onsite, Hours set with supervisor between Mon-Fri, 9-5

FLSA Status: Non-Exempt

Salary Range: $32,000 - $34,000 Annually (DOE)

Benefits (subject to election and eligibility): Fully-Paid Medical and Dental Plans; Health Reimbursement Card, Paid Time Off (personal, vacation, and sick time), 403B with company match.

Applying Instruction:

Candidates should apply for the position at our career page “careers.felton.org” OR directly email resumes to “jobs@felton.org”.

IMP NOTE: Job responsibilities are subject to change according to program requirements