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Administrative Assistant

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Oakland, United States Bonita House Full time
Job DescriptionJob DescriptionSalary: $25.00 - $28.85 per hour DOE

About Us:  Bonita House, Inc. (BHI) is a nonprofit mental health agency with multiple sites in Alameda County and an operating budget of $14.5 million. Founded in 1971, BHI provides social rehabilitation including a full range of Medi-Cal services to adults with co-occurring serious mental health and substance use disorders.


Our Mission: Building community, dignity, hope and wellness through services that support recovery and self-sufficiency with people who are living with serious mental health challenges.


Our Values: Compassion: Committed to caring, dignity and kindness.  Respect: Honor each individual and provide highly ethical services.  Progress: Leading the way in creating opportunities to change for the better.  Resilience: Channeling hope, building strengths to successfully recover, adapt and grow.  Embracing Differences: Honor and celebrate our diverse communities and individual uniqueness.


Bonita House Supported Independent Living Program and Case Management Team is a community-based outpatient program, committed to providing the highest quality, culturally informed, and client-centered case management and housing to people recovering with co-occurring mental health and substance use conditions.


Position Summary:


The Administrative Assistant acts as the first point of contact for phone and walk-in customers. S/he consistently delivers excellent customer service by putting the individual first, speaking with them respectfully and kindly and providing accurate information.  S/her performs pro-active problem-solving to ensure that the client’s needs are provided for in the most effective and timely manner possible.  Additionally, the Admin Assistant provides general administrative and clerical support to clinical staff.


The ideal candidate has prior office and billing experience in a mental health or medical environment with strong organizational and interpersonal skills. S/he has a positive and enthusiastic disposition, enjoys people and is comfortable engaging in proactive relationship building.  She/he has the ability to effectively present information, exercise courtesy and tact in dealing with clients, staff, other providers, and the public in giving and obtaining information. She/he will assist with billing to Alameda County SmartCare system and Medicare, including maintaining an eligibility tracking system for Medi-Cal and Medicare billing, and maintaining work unit’s reports and records suitable for county, state and federal auditing.  The Admin Assistant reports to the Program Director of the assigned program. 


Qualifications:


  • High school diploma, GED or AA, preferable BA
  • Minimum of 3 years of prior office/reception experience, prior experience in healthcare environment/setting.
  • Professional office demeanor.
  • Dependable self-starter.
  • Knowledge of office equipment:  computer literacy, Microsoft Word, Excel, EHR, fax, scanner, copier experience.
  • Ability to manage multiple priorities and deadlines with flexibility and professionalism.
  • Strong time management skills; uses time effectively and consistently meets deadlines.
  • High level of detail and accuracy.
  • Excellent verbal and written communication skills.
  • Able to maintain confidentiality.
  • Bilingual preferred

Essential Functions/Skills: 

  • Greets clients, family members, and the public in a courteous and welcoming manner. 
  • Answers phone callers with an appropriate greeting direct and channels phone inquiries to appropriate staff. Processes and routes call to the Officer of the Day appropriately. 
  • Maintains the reception area/lobby as a safe and welcoming environment, updating client information/educational materials, reporting damage to furniture and equipment to supervisor; keeps clients informed of appointment status while waiting. 
  • Ensures adequate office supplies, including forms, are available. 
  • Provides clinical staff with timely and clear communication regarding client needs. 
  • Assists clients in problem-solving medication prescription delays and routes medication questions to appropriate clinical staff. 
  • Enters data in multiple computer programs; updates client information in EHR. 
  • Prints distribute, verifies, tracks and faxes various medical records and reports. 
  • Responds to external inquiries, providing accurate referral information. 
  • Verifies insurance eligibility and authorizations monthly. 
  • Maintains client clinical records, including document filing and chart thinning. 
  • Assists in monthly billing. 
  • Other clerical and administrative duties as assigned. 


Physical Requirements

Constantly have ability to bend and stoop, ability to sit and stand for extended periods of time, possess hand-eye-foot coordination and color recognition, good manual dexterity, with the ability to perform all tasks related to job assignments.       

  

Equal Employment Opportunity Statement

Bonita House, Inc. is committed to providing equal opportunity to all qualified persons regardless of race, color, citizenship status, national origin, ancestry, gender, pregnancy, sexual orientation, gender identity or expression, genetic information, age, religion, creed, physical or mental disability, marital status, veteran status or any other characteristic protected by law.