Administrative Assistant

Buckelew Programs • Novato, CA • 11h ago

Work with great people doing great things!Join Buckelew Programs and play a pivotal role in making a meaningful impact on the lives of individuals facing mental health and substance use challenges in the North Bay.

We are hiring a new

Administrative Assistant to join our team. In this role, you will provide essential administrative, clerical, and data management support to the Counseling Services program under the direction of the Program Director. You will maintain program records, manage data, and produce reports. A key responsibility is becoming proficient in the use of various Electronic Health Records (EHR) and data systems and serving as the point of contact for staff regarding these systems. Additionally, you will offer general office support to ensure the program runs efficiently. This is on-site position, working Monday - Friday, 9 am - 5 pm.

RESPONSIBILITIES:

Customer Service

Greet visitors professionally, representing the agency's mission and values, and direct them appropriately.

Maintain a welcoming and organized office environment.

Answer and direct phone calls, ensuring a positive and helpful experience.

Clerical Support

Provide administrative support to the Program Director and staff as needed.

Perform routine clerical tasks such as voicemail management, filing, copying, and preparing reports and correspondence.

Coordinate with the Operations Department to ensure office equipment is maintained and stocked with necessary supplies.

Handle client intakes, appointment scheduling, and respond to administrative issues.

Maintain and track marketing and program materials, distributing them to appropriate agencies.

Fiscal Support

Complete month-end activities, including submitting petty cash receipts, mileage logs, and other billing documentation.

Review billing submissions for accuracy and communicate with finance or county departments to address any discrepancies.

Database and EHR Management

Oversee the operation of assigned areas in the EHR and database systems, ensuring accuracy and compliance with protocols.

Provide technical support to staff, interns, and volunteers regarding EHR/database systems, escalating issues as needed.

Generate reports from EHR/database systems as requested.

QUALIFICATIONS:

Education and Experience

High school diploma or equivalent required; Associate's degree preferred.

Two years of relevant administrative experience, ideally in a behavioral health setting.

Experience with databases and EHR systems preferred.

Skills and Abilities

Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).

Strong organizational skills and the ability to multitask in a fast-paced environment.

Excellent written and oral communication skills, with the ability to interact effectively at all levels.

Attention to detail and accuracy, especially in data entry and report generation.

Comfortable working with numbers and performing basic arithmetic calculations.

Ability to maintain confidentiality and comply with HIPAA regulations.

Self-motivated with the ability to work independently and as part of a team.

Ability to manage time effectively and complete tasks in a timely manner.

Experience with EHR

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