Administrative Assistant - Behavioral Health Programs

Primary Duties:

• Under the direction of the Clinical Administrator and Program Director, tracks Program Services staff completion of daily notes into Clinitrak, updates billing log, referrals and tracks monthly percentages.


• Obtain and print client Medical Eligibility screens for clients monthly and as requested by staff. Runs daily medical and updates Clinitrak and the medical log when necessary.


• Collecting certificates from staff when they have attend a training and submitting that information to the HR department. Sending request for provider change forms to the QA Department by the 5th of every month.


• Ensures there are current, adequate forms for the program staff to use and these forms are readily available in the designated place.


• Assists the Program Manager with bi-monthly completion of staff time sheets and mileage reimbursement.


• Ensure client charts are appropriately maintained as necessary. This includes monitoring the check out and returns of charts to chart room, ensuring confidentiality procedures are enforced and that documents are filed according to Department of Mental Health Standards.


• Assists other administrative staff in department to cover in times of absence and/or breaks. Answer telephone in courteous and friendly manner. Takes messages for staff.


• Other administrative duties as assigned.

Position Competencies:

• Must have excellent computer skills.


• Must be well organized and have good interpersonal skills.


• Must be a self-starter and demonstrate ability to follow through with projects and tasks.


• Knowledge of client chart style record keeping systems.

Position Requirements:

• Must be able to pass California State Department of Justice criminal background investigation and fingerprinting.


• High School Diploma or equivalent.


• Three years’ experience in clerical / administrative positions.