Administrative Assistant

Administrative Assistant

1633 Valencia and Geriatric Services West

Senior Division

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 on 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 careers.

Program and Division Description

Felton’s Senior Division specializes in a full continuum of mental health services for older adults in outpatient clinics, the community, and supportive housing sites, as well as programs in employment training, economic security, case management, advocacy, and social connection and inclusion. Felton’s Older Adult Mental Health Model offers specialized treatment for individuals with severe psychiatric disorders and in different stages of recovery. Services are clinic and field based and use Evidence-Based or Informed Practices, as well as Recovery Model principles.

Job Description

As part of the Administrative Team, this position primarily supports two programs in San Francisco: Geriatric Outpatient Services West and the 1633 Valencia supportive housing site. This position is under the direct supervision of an assigned Program Director, along with the Administrative Manager II in supporting administrative, clerical needs, and operations. The role requires reporting to two locations in San Francisco and interfacing directly with program staff.

Specific Responsibilities

• Oversee chart health of Senior Division Programs, including monitoring of task completion (i.e. annual chart review, correct coding, and follow-up on billing issues with staff and program directors).
• Perform office administration (i.e. Filling, sorting and distributing faxes, mail/packages, and parking assignments; troubleshooting and managing office equipment, such as printer, copier, fax and postal machine.)
• Perform administrative duties: monitor and purchase office supplies, handles flex funding and petty cash, prepare ROEs – payment of invoices and Staff reimbursements etc.
• Maintains and updates client information in CIRCE and EPIC Care Link, including opening and closing client episodes, timely access information, inputting annual information updates and any billing information updates.
• Maintains MediCal and Compliance Binders and assists Program Directors with program monitoring and auditing for all Senior Division Programs.
• Maintains data; generates and formats reports and other documents using a full range of computer software skills including spreadsheets, word processing, database management, and other EHRs if needed.
• Assist Program Managers/Directors in monitoring program objective targets, completing monthly report summaries and assisting in completion of annual BOCC performance Objective reports for all Mental health programs in Senior Division (e.g. Productivity Reports, Weekly Reminders, etc.).
• Assist Program Managers/Directors with CIRCE auditing for all Senior Division Programs.
• Complete Pre-Upload Check before monthly billing upload and reconcile monthly billings in CIRCE and EPIC Care Link.
• Maintains client records are updated in ONE system (uploading initial consents and quarterly as required by the funders).
• Assist Program Managers/Directors during audit making sure all required updates and paperwork are met following the funders guidelines in ONE System.
• Continuously overseeing charts in ONE system for completeness and accuracy of admission paperwork and relay to staff any missing paperwork.
• Prepares and assists with employee on boarding and off boarding activities
• Coordinate matters requiring Division Director and Program Directors approval within the Senior Division.
• Supporting mainly two SF site locations within the Senior Division programs but will cover other sites as well when needed.
• Other duties as assigned. 

Minimum Requirements and Qualification

• A minimum of 2 or more years of experience in an assistant/supportive role (experience supporting a mental health program a plus)
• Ability to work in the office (not remote), some lifting of charts and boxes, and walking necessary.
• Knowledge of San Francisco Mental Health system and ONE System is a plus.
• Working knowledge of a variety of computer software (i.e. Microsoft Word, Excel and Access, PowerPoint, Adobe)
• Strong organizational, interpersonal and communication skills
• Exceptional Time management skills
• Ability to prioritize projects and follow through
• Ability to be a team player, problem solve, with a welcoming attitude
• Ability to cope with a high energy, intense work environment
• Ability to work primarily independently with direction and support
• Ability to work with other Admin staff supporting multiple sites when coverage is needed.
• Bi-lingual/bi-cultural candidates are encouraged to apply. 

Additional Information:

Reports to: Program Director

Job Type: Full-Time

Work Schedule: Onsite

FLSA Status: Non-Exempt

Salary Range: $30 - $35 per hour (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 “[email protected]”.

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