Intake and Assessment Administrative Assistant
Job description
**Work Schedule Mon - Fri 8.30am - 5pm. Cantonese, Farsi, Mandarin, Spanish, or Vietnamese speaking candidate preferred **
We offer a competitive package of employee benefits for 30 to 40-hour week positions. You will receive a defined contribution amount of $13,050.18 per year. (prorated for part-time employees working less than 40 hours per week) to purchase the benefits of your choice on a cafeteria plan basis. Any amount of this defined contribution not used towards your benefits will be paid to you as taxable earnings. We offer a retirement plan with a generous employer match starting at 4% after one year of employment. Our paid time off is also more generous than many employers with vacation time accruing up to 25 days per year, 6 days of sick time per year and 12 paid holidays.
The benefits offered in our cafeteria plan are as follows:
- Medical benefits –Kaiser, ranging from $0 Deductible Plan with $15 Copay to $2,850 Deductible Plan with Health Savings Account (H.S.A.)
- Dental benefits –Guardian: 1 dental HMO and 2 PPOs
- Vision benefits – 2 options from Guardian VSP: a standard vision plan and an enhanced vision plan
PRINCIPAL DUTIES AND RESPONSIBILITIES:
- Manage all new client intake activities from receipt of beneficiary referral through enrollment in services, including direct beneficiary outreach/contact, assistance in scheduling, follow-up, data collection and entry. Duties may include any or all of the following:*
- Manage incoming referrals from external funders. Follow pre-established tracking system to record all beneficiary pre-enrollment activity including phone calls, voice mails, attempted contacts, missed initial appointments, follow-up calls. Provide customer support to beneficiaries, funders, providers and agency staff.
- Interact directly with beneficiaries that have been referred to Momentum for behavioral health services.
- Confirm beneficiary eligibility for Medi-Cal and other insurance benefits.
- Facilitate and deliver communications through email, voice mail, inter-office and external mail and courier, phone call answering and appropriate routing, copying and faxing; maintain office machines.
- Collect and enter beneficiary information accurately into Electronic Medical Record and other agency databases.
- Maintain databases and spreadsheets by entering significant amounts of data in a timely manner; prepare and run internal and external reports.
- Create, update, and maintain electronic and paper medical records and files according to company protocols and in an orderly and timely manner; route when and where needed; other filing and record keeping systems, schedules, rosters, and databases.
- Track the stages of completion for submitted documents and charts, i.e., initial submittal, revisions, final, approved version, reviewing, comparing, and following up on documents.
- Maintain inventory and reorder office and related supplies as needed. Coordinate and support activities of other administrative and clinical staff in work unit, including volunteers; train newly hired staff in program systems.*
OTHER DUTIES AND RESPONSIBILITIES:
- Attend community, agency, and team trainings, meetings, and events.
- Run errands and make interdepartmental and off-site pickups and deliveries using personal or agency vehicle.
KNOWLEDGE, SKILL, AND ABILITIES REQUIRED: (E = Essential; D = Desired)
- High School diploma GED, or equivalent education and a minimum of one year (E) or two years (D) of responsible, full-time experience in a secretarial or clerical capacity; Associate’s degree or graduation from a recognized Business School or a related field (D).
- Experience in previous position requiring high level of customer service.
- Proven typing speed of 40 net wpm (E); 50 net wpm (D); computer literacy; ability to use MS Office applications—Word; Excel; Outlook—and Windows-based databases at an intermediate level (E); familiarity with. Electronic Medical Records (EMR)(D)
- Familiarity using and maintaining a variety of common office equipment, such as fax machines, computer printers, photocopiers, and multi-line phone systems. (E)
- Effective oral and written communication skills, including appropriate English grammar, spelling and punctuation; legible handwriting or printing; proof and edit others’ and own work. (E)
- Demonstrated task management and execution skills and the ability to:
- Coordinate more than one task simultaneously and be flexible; maintain timelines and deadlines; (E)
- Adapt to changing systems, methods, and environments; (E)
- Stay calm and reassuring in stressful situations and with agitated individuals in person and on the phone; (E)
- Work with minimal supervision and demonstrate resourcefulness in completion of tasks; (E)
- Recognize, investigate, troubleshoot, and resolve problems; (E)
- Respect and maintain confidentiality; (E)
- Work effectively with persons of different value systems, ethnicity, cultural backgrounds, language capabilities, and disabilities; (E)
- Exhibit exemplary customer service, compassion, and care in the execution of all duties and interactions. (E)
- Special Requirements: Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Momentum practices. (E)
- A valid California Driver License, with access to a reliable vehicle/for driving a company vehicle, current proof of auto liability insurance, and a clean DMV record. (E)
- Physical requirements needed to perform the essential functions of this job, with or without accommodation: (E)
- Hearing and talking on telephone and in person; standing, walking, sitting, pinching and finger flexion are required constantly (over 2/3 of the workday); (E)
- Lifting, carrying, pushing, pulling, bending, stooping, crouching, kneeling and twisting are required occasionally (under 1/3 of the workday); (E)
- Balancing, climbing and crawling are generally not required.
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