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Administrative Support Specialist II

2 months ago

Sacramento, California, United States Turning Point Community Programs Full time
Job Overview

GENERAL PURPOSE

This role involves a diverse range of clerical responsibilities and provides essential assistance to the Office Manager/Program Director in the effective management of office operations.

DISTINGUISHING CHARACTERISTICS

This is an at-will administrative role within a program setting. The position is accountable for coordinating appointments and interviews while also addressing the administrative requirements of the program.

KEY DUTIES AND RESPONSIBILITIES – (ILLUSTRATIVE ONLY)

The following duties are intended to illustrate the various types of work that may be performed. The absence of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to this classification.

  • Manages QuickBooks and the checking account ledger, and when requested by the Program Director, oversees petty cash and team funds.
  • Assists the program with processing Administrative Task Procedures (ATP's).
  • Develops and implements a system for updating client contact information on a monthly basis.
  • Maintains accurate monthly census records, ensuring current dates for client transitions in and out of housing.
  • Handles MediCal documentation, requesting new client numbers and demographic sheets, and entering all relevant information at the time of client enrollment in services.
  • Orders necessary client supplies, supports client spend-downs, and procures program materials.
  • Updates all required Data Collection Reports (DCR) and inputs necessary information into Kets, 3M's, and PAFs.
  • Creates and maintains monthly reports regarding hospitalization, incarceration, and homelessness in collaboration with case managers; gathers insurance status information from documentation.
  • Prepares new client charts as necessary (ensuring all tabs are aligned).
  • Conducts weekly filing of client charts and participates in monthly utilization reviews.
  • Organizes program documentation – collaborates with the program director to ensure continuity and avoid duplication of essential forms and documents.

MINIMUM QUALIFICATIONS AND CERTIFICATIONS & LICENSES

Education, Training, and Experience:

A typical pathway to acquiring the knowledge, skills, and abilities outlined above is through graduation from an accredited high school or GED program, along with two (2) years of experience performing a wide variety of the duties mentioned above.

Licenses; Certificates; Special Requirements:

  • Possession of a valid California driver's license and current vehicle insurance/registration.
  • Reliable transportation capable of passing vehicle safety inspections if more than five years old, excluding all forms of two-wheeled transport including bicycles, mopeds, and motorcycles.

Schedule: Monday – Friday, 8:00 am - 4:30 pm