El Centro de Libertad

Compensation

Full Description

Overview El Centro de Libertad is seeking a highly organized and professional Receptionist/Administrative Assistant to join our team. This role is essential in ensuring smooth office operations and providing exceptional support to both staff and clients. The ideal candidate will possess strong communication skills, be proficient in various office software, and demonstrate excellent time management abilities. The Administration Team is the first and primary contact for clients and the general public. Core functions of Administration include reception; scheduling of client appointments; reminding clients of appointments; maintenance of client accounts; processing of payments; data recording, storage, and retrieval; reporting; management of referrals, requests for assessments, and drug testing; performance of MediCal and insurance verifications; performance and maintenance of administration functions; ensure quality of data and documents, logging completion, documenting errors, and reporting on status of data completion and accuracy. A high level of integrity, accuracy, and proficiency is required, processing the receipt of cash, check, and credit card transactions across multiple financial and client management platforms. Administration Team members take initiative and ownership of roles, functions, and tasks—bringing to completion referrals, intakes, scheduling, inquiries, and correspondence. While team members have varied assigned roles in the organizational structure, the Administration Team as a whole and individually demonstrate a high level of integrity, ownership, and efficiency in performing and completing key functions and assignments. Administrative Specialist Level I is: • One or more positions. • Administrative Specialist Level I demonstrates knowledge, skills, and performance in administration responsibilities. • Demonstrates proficiency, skill, and professionalism with a positive demeanor. • Learns, and develops key functions of administration including systems, processes, and skills. • Administrative Specialist Level I is distinguished by professionalism in performing administrative responsibilities and works well with administrative team members. • Performs responsibilities and job functions as assigned by Administrative Leads and Administrative Coordinator. • Respond to scheduling requirements to ensure full coverage of work shifts by administration. • Demonstrates proficiency in reception—in person, telephone, and correspondence • Typing and Data Entry, Filing, data storage, retrieval and reporting Primary Responsibilities • Performance of front office tasks (Morning task, closing task, and tasks throughout the day; see attached detailed description) • Data entry (General) • Filing • Inventory of opened/discharged files. • Print “Documentation at a Glance report” and place it in the counselor box weekly • Make copies of intake forms, ICI forms, and Credit card forms • Tracking that all group rosters and tracking sheets have been submitted and entered. (sending weekly messages to counselors and the Director of Operations if GR or tracking sheets are missing) • Check on new referrals from Avatar • Enter counselor assignment (all intakes that attended for the week) clipboard gets turned in to Director of Operations on Fridays • Cal-OMS error reports (track and assist in corrections) • Work with Nancy Ferreira on updating funding sources for clients with expired Medi-Cal • Track/Scheule CPS AOD assessments • Generate the CPS testing list for the week • Pull intake from the appointment book and review all information, • Ensuring program files are processed correctly and in a timely manner • Reviewing admissions and discharges before processing in ECCO and Avatar (check files for completeness, signatures, dates, etc….) • Medical Verifications (monthly) • Go through the Diversion folder, If any referrals are expired, sign and fax back to the P.O. • PIP forms • Verify all UAs were recorded • Respond to court requests to seal records. • Make new packets (copies) for all of our programs • Attend Avatar monthly meetings • Work with finance on end-of-month report/billing • Other duties as assigned Regular workdays and hours: • Currently Monday- Friday • Available from 8 am-7 pm Shift may be assigned 8 am-4:30 pm, 10:30 am-7 pm, or adjusted based on hours of operations, available staffing, and agency needs. Desirable Characteristics: Well organized; detail-oriented; team player; people-person; strong oral and written communication skills; integrity; intelligence; enthusiasm; able to stay calm in high-stress situations; an issues and other mental health disorders. Preferred Requirements • /English) • Experience in Office experience/admin setting • Familiarity with San Mateo County BHRS tracking and billing systems preferred Skills and Experience: • Proven experience as part of an office team • Knowledge of Office Administration responsibilities, systems and procedures • Proficiency in MS Office (MS Word, Excel, and MS Outlook, in particular) • Hands on experience with office machines (e.g. fax machines and printers) • Familiarity with email scheduling tools • Excellent time management skills and ability to multi-task and prioritize work • Attention to detail and problem solving skills • Excellent written and verbal communication skills • Strong organizational and planning skills in a fast-paced environment • A creative mind with the ability and initiative to suggest improvements • Track record of bringing tasks and projects to completion Benefits-ECDL offers its employees a comprehensive benefits package including: • Health Insurance • Dental Insurance • Vision Insurance • Retirement • Paid Time Off (Holidays, Floating, Vacation, Sick, etc.) If you are passionate about providing top-notch administrative support and thrive in a dynamic environment, we encourage you to apply for this exciting opportunity! Job Type: Full-time Pay: $25.00 - $28.00 per hour Benefits: • Dental insurance • Health insurance • Paid time off • Vision insurance Work Location: In person