PositionTitle:ProgramAssistant

Program/Dept:San Mateo Case ManagementDepartment

Reportsto:Director of Case Management

Classification:Regular, Full-Time, Non-Exempt

SalaryRange:  $30.41an hour + Full Benefits

Agency Description:

Caminar and our divisions transformed the lives of over 31,000 youth and adults across San Mateo, Santa Clara, San Francisco, Solano, Contra Costa, and Butte counties last year through education, behavioral health care, and support. Driven by compassion, science, and our understanding of root causes, we deliver high-quality prevention, treatment, and recovery services to those with complex mental health, substance use, and co-occurring needs. 

We understand that quality behavioral health outcomes occur when a person is supported in all their basic human needs, and we actively partner with our clients and the community to address the social determinants of health that lead to sustained well-being. We are here to empower and support the most vulnerable members of our community to move toward wellness, resilience, and independence.

Caminar values diversity. People of all races, ethnicities, countries of origin, faith, abilities, sexual orientations, gender identities are welcome here.

Position Description: Under supervision of the Director of Case Management, the Program Assistant provides general office support to management and staff of the program. In addition to providing general administrative and programmatic support, the position requires assisting and interacting with individuals with severe mental illness.

Essential Duties & Responsibilities:

•          Provide clerical/administrative support to the DCM, management, and staff in the New Ventures, Colma Ridge, YAIL, FSP, REACH & AOT programs and locations.

•          Ensure that various administrative tasks are completed in an effective and efficient manner, including generating reports, updating program assignments, copying, reviewing outside mail, updating staff directories, drafting correspondence, and maintaining both electronic and hard copy program files as needed. Record and file management responsibilities include handling confidential and otherwise sensitive companydocuments.

•          Run weekly data reports in EHR for note approvals, duplications of services, productivity, and other reports as assigned by DCM.

•          In collaboration with Admins from other departments, organize, set up, and break down All staff trainings.

•          Complete data entry for all client records, including Admissions, Discharges, Change of Address,etc.

•          Maintain all health records to meet Medi-Cal and CARF requirements and conduct quarterly Technical Reviews for all charts within designatedprograms.

•          Conduct Exit Chart Reviews for all closed charts and coordinate storage or upload ofdocuments.

•          Coordinate the CARF Quarterly Utilization Review process, including maintaining an accurate list of charts scheduled for review, create chart review list, prepare for review, and ensure related documents are complete, including date and signatures. Maintain a log of charts pulled to ensure all charts are reviewed on a regularbasis.

•          Assist with all audit preparation and follow up asneeded.

•          Maintain accurate tracking of documentation due dates and send reports to staff re upcomingdeadlines on a weekly/monthly basis.

•          Run monthly reports to ensure documentationcompliance.

•          Receive and distribute all incoming mail and coordinate outgoing mail, including courier services, postage,and interoffice maildistribution.

•          Maintain client incentive gift cards according to company policies and procedures; prepare and submit timely reports and Maintain Excel worksheet record of on-going accounts andinvoices.

•          Assist with monthly credit cardreconciliation.

•          Assist with organizing, setup, and break down of team and department events/trainings.

•          Coordinate and maintain records for staff office space, lock boxes, Avatar training, BHRS Trainings, phones, parking, company credit cards, laptops, key fobs, and officekeys.

•          Act as the lead in preparation for all assigned meetings, including tracking, monitoring, and following the progress of open action items, drafting the agenda, setting the timetable and producing accurate meeting minutes at each meeting. Maintain master calendar for in-house meetings and use of the conference room.

•          Setup and coordinate meetings and conferences, including audio-visual setups &proficiency as requested.

•          Develop and maintain a system that alerts to upcoming deadlines on incoming requests orevents.

•          Order supplies monthly and as requested by DCM and managers.

•          Under direction of DCM, process/compose correspondence/reports. Create and modify documents using Microsoft Officeapplications.

•          Assist in the preparation of information for funding sources and governmentagencies.

•          Conduct quarterly Safety Inspections and required disaster drills as outlined in Health & Safety Plan at all CM sites and asassigned.

•          Keep tracking system for staff forms including MUT, trainings, telecommuting agreements, and others as assigned.

•          Assist in the onboarding and training for new employees on office orientation, use of office equipment and standard office procedures including computer use, such as email use and policy, technical navigation and problem solving. Work with IT department to resolve computer and service problems. Orient new staff to trainingvideos.

•          Act as primary point of contact on use, maintenance, and record-keeping for program vehicle. Manage smog requirements, cleanliness, repairs, etc. Update Program Directors on status of vehicles based on completed inspection forms received from staff. Include any vehicle accidents/incidents, repairs needed,etc.

•          Assist with special projects andduties as assigned.

•          Maintain the appearance and general organization of the CM office area. Communicate building maintenance issues to the Director of Operations in a timely manner.

•          Participate in promoting a safe, healthy, and clean working environment at all times consistent with applicable laws, industry standards and the agency’s own Health & SafetyProgram.

•          Assist with review of administrative procedures and development of systems to assure compliance by allstaff.

•          Drive own or agency vehicle to main office/Colma Ridge/YAIL/Tahanan or on various errands, as required; documenting and reporting mileage according to agency procedures, so that services can be provided in a timely manner; comply with agency vehicle policy at alltimes. 

•          Complete and submit accurate time sheets and absence reports to DCM in a timelymanner.

•          Complete Relias Learning trainings and other trainings asassigned.

•          Promote within the agency and with the general public the philosophy and practice of socialrehabilitation.

•          Actively nurture and advance the cooperative, harmonious and teamwork-oriented environment Caminar strives to promote within the workplace; Through daily efforts and presentation promote an atmosphere of dignity and respect in line with the organization’s mission, philosophy, policies andprocedures.

•          Perform other related duties, responsibilities and special projects asassigned.

Requirements, Qualifications, Skills & Abilities:

•          Must be passionate about Caminar'smission.

•          HS diploma or GED is required. AA or Bachelor’s degree is stronglypreferred.

•          Minimum one year experience providing administrativesupport.

•          Must have professional level skills for organization and time management.

•          Excellent computer skills in a Microsoft Windows environment including excel, email, EHR, and Internet navigation required. Experience with Human Service Information Systems strongly preferred. Experience with web based time and attendance and staff training and development system is stronglypreferred.

•          Ability to maintain a high level of confidentiality, a professional demeanor and to represent the organization ina positive manner at alltimes.

•          Must demonstrate acceptable level of maturity, good judgment, and emotionalstability.

•          Problem solving: identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.

•          Customer Service: manages difficult customer situations, responds promptly to customer needs and solicits customer feedback to improve service.

•          Oral and written communication: speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings. Completes written correspondence and other formal communications skillfully andprofessionally.

•          Quality management: looks for ways to improve and promote quality and demonstrates accuracy and thoroughness.

•          Planning/organizing: prioritizes and plans work activities, uses time efficiently and develops realistic actionplans.

•          Adaptability: adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpectedevents.

•          Dependability: is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.

•          Safety and security: actively promotes and personally observes safety and security procedures, and uses equipment and materialsproperly.

•          Must be a dynamic self-starter with demonstrated ability to work independently on specialprojects.

Physical, Environmental and Mental Requirements:

•          Physical: Occasionally required to push/pull objects up to 50 lbs, and to lift/carry objects up to 25 lbs. Frequently required to perform moderately difficult manipulative tasks such as typing, writing, etc. Must be able to walk, stand, sit for extendedperiods.

•          Sensory: Frequently required to read documents, written reports, and plans. Must be able to distinguish normal sounds with some background noise, as in answering the phone, interacting with residents and staff, etc. Must be able to speak clearly and understand/be understood using the Englishlanguage.

•          Cognitive: Frequently required to concentrate on moderate detail with constant interruption. Must be able to attend to a task/function for 20-45 minutes at a time. Frequently required to understand and relate to specific ideas, several at a time. Must be able to remember multiple tasks/assignments given to self and others over a period of severaldays.

•          Environmental Conditions: Frequent exposure to varied office and mixed (residential/office) environments. Occasional exposure to toxins and poisonous substances, dust, and loudnoises.

•          Equipment: Frequently required to use a computer, phone, and faxmachine.

Special Requirements:

•          Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensingregulations, and Caminarpractices.

•          This position will require frequent driving so maintaining a valid driver license, reliable personal automobile, a clean driving record, and current insurance as required by law are essential jobrequirements.

•          TB clearance and physical exam post-offer,pre-employment.

•          May be required to obtain and maintain CPR/First Aidcertification.

Caminar is a leader in providing innovative client-oriented mental health services. We are an equal opportunity employer. Please visit our web site at www.caminar.org