Administrative Assistant Contra Costa Action

MHS is a non-profit organization whose mission is to improve people’s lives and instill hope by providing cost-effective community-based mental health, drug and alcohol recovery, and housing services. We continually seek new and improved ways of serving our clients and communities. MHS is an essential business.

JOB SUMMARY

Incumbent will serve as Administrative Assistant for Assisted Outpatient Treatment (AOT) services and subsequent Assertive Community Treatment (ACT) for Laura’s Law/AB 1421 eligible adults with serious mental illness in Contra Costa County. The Administrative Assistant provides secretarial and clerical support to the program. This position also develops and implements office clerical procedures, completes assigned special projects and trains and assists in supervising clerical duties, including billing clerk responsibilities. May involve public relations and liaison with outside agencies and requires discretion, good judgment, and superior communication skills.

RESPONSIBILITIES

• Organize, coordinate, and monitor all non-clinical operations of the program under the direction of the Program Manager.
• Provide receptionist activities including triaging calls, coordinating communication between the team and clients, deescalates situations with clients when possible, assists clients and families by getting answers to questions asked.
• Take minutes at all Daily Organizational/Morning Meetings and All Staff Meetings.
• Perform word processing, spreadsheet operations and data base operations using Microsoft Office Professional software.
• Transfer information and documents as required to other programs via facsimile or mail.
• Assist clients in completing necessary paperwork to complete admission documentation and establish Medi-Cal record if

required.

including keeping accurate logs of all transactions. Make deposits according to policy and procedure.

• Operate as Common Ground receptionist, tracking clients’ use of Common Ground computers, and coordinating and monitoring the time that clients can use the computers/software.
• Maintain AOT ACT client charts, including setting up new admission charts, file materials in client charts and assure current, accurate information is available, monitor AOT ACT clinical charts in coordination with the Program Manager and Program Supervisor, assuring all charts are orderly and meet contractual requirements. Mail and request medical records as needed.
• Inform and consult with AOT ACT staff for the proper maintenance of AOT ACT clinical charts and conduct regular, monthly audits on charts under the direction of Program Leadership. Attends billing trainings hosted by the County.
• Maintain quality assurance program for chart documentation and documents quality assurance reviews.
• Perform billing for clients receiving services, including Medi-Cal, Medicare and third-party payers.
• Oversee billing and cost reconciliations processes and prepares monthly report for Program Manager to review.
• Process and prepare business and government forms and consult with Program Manager before sending out information.
• Proficient in the County of Contra Costa’s billing system
• Create written documentation that is legible, clear, and concise.
• Maintain the distinction between therapeutic and social relationships.
• High volume filing/record keeping and commonly accepted office practices in a professional setting
• Identify and compile abstract and code patient data, using standard classification systems.
• Resolve/clarify codes and diagnosis with conflicting, missing, or unclear information by consulting with doctors or other staff
• Comply with all MHS and program rules, policies and procedures including HIPAA standards.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

QUALIFICATIONS

• High school diploma or G.E.D. equivalent.
• Two years of full-time administrative/secretarial experience.
• One year of supervisory experience preferred.
• Proficient user of Microsoft Office Suite and EHR software.
• Ability to problem solve and react appropriately to emergency situations.
• Ability to work independently and effectively collaborate with a team.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

☒ Seeing

☒ Hearing

☒ Speaking

☒ Stooping/Bending

☐ Working in cramped spaces

☒ Moving around office

☒ Moving between offices/clients

☒ Driving

☒ Climbing

☒ Lifting/carrying heavy items

☐ Pushing/pulling/dragging items

☒ Standing for long periods

☐ Working outside/underground

☒ Using hands/fingers

☒ Sitting for long periods of time

I can perform the above job duties:

☐ Without accommodation ☐ With accommodation. If so, please specify:

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

MHS is committed to Equal Opportunity Employment and to attracting and retaining the most qualified employees without regard to race, color, national origin, religion, sexual orientation, gender, age, disability or protected veteran status.