Data & Administrative Specialist

Abode, one of the largest and effective nonprofits working to end homelessness in the Bay Area, is seeking a Data and Administrative Specialist in Santa Clara County.

About the Role: The Data and Administration Specialist is responsible for a range of data compilation/analysis and administrative responsibilities for Program residents who have been chronically homeless within the County. 

The People and Culture: You will be surrounded by some of the most talented, supportive, smart, and kind leaders and teams - people you can be proud to work with Abode Services regularly recognizes employees’ efforts, seeks employees’ input, and cares for employees as people with lives outside of work. We believe that we make better decisions and provide quality services when our workforce reflects the diversity of the communities in which we operate. People of color make up nearly 70% of our workforce and we strive to recruit and retain employees from all backgrounds.  

Our Benefits & Perks: 

• $27.00-$29.70 hourly 


• On-site position


• 100% paid health, vision, and dental options


• 19 PTO days & 12 Holidays per year


• Voluntary benefits: FSA, EAP, Commuter Checks, Life Insurance, Legal, and more


• 3% retirement match/contribution 


• Professional Development Trainings and Opportunities, Leadership Academy Programs, and All Staff Events


• Dynamic, mission-driven culture and supportive leadership. We support you in supporting others

How you make an Impact: 

• Collect and enter service data into multiple database systems.  Ensure quality and timeliness of all data collected and entered in various data systems (i.e., HMIS, Slate, MyEvolv - Electronic Medical Record EMR, etc.).  Provide feedback, coaching, and direction to staff and supervisor to improve data quality.   


• Manage intake and data entry of EMR.  Collect and enter enrollment paperwork and other forms into the EMR system.  Ensure quality and timeliness of all data collected and entered. 


• Provide support to the team and act as back up to the Quality Assurance Coordinator on training and troubleshooting issues in the EMR. 


• Interface with Starlight and Clinical Manager to ensure billing is correct and ready to be submitted.  Provide feedback to the Clinical Manager about incomplete notes. 


• Complete Medi-Cal checks for qualifying programs and Clinical Case Management programs. 


• Provide support with on-going chart audits and work with Clinical Supervisor and County Quality Assurance during Annual Medi-Cal audit. 


• Identify and deliver improvements to current data maintenance and develop automation to improve data integrity.  


• Be the escalation point for missing or incorrect data in the data system, support internal requests for data and promptly resolve data related issues.  


• Support implementation of improvements to the administrative and Quality Assurance infrastructure of the program. 


• Provide administrative support to mental health clinicians and other program staff including the Program Manager, Clinical Supervisor, Psychiatrist, and Director of Health and Wellness. Assist program managers with ensuring the office is running smoothly. 


• Manage the office space, working with maintenance, vendors, county, landlord, etc. 


• Maintain program rosters, ticklers, and other tracking mechanisms. Send out reminders to staff when items are due/overdue and work with the Program Manager/Director to ensure forms are completed correctly and on time.  


• Provide support to Psychiatrist: greet participants for appointments, backfill appointments, communicate as needed with pharmacies and insurance companies, and provide administrative support as needed. 


• Provide a welcoming demeanor and good customer service to participants using the mental health services in the program and other program participants visiting the offices. 


• Attend meetings and distribute meeting notes. 


• Organize space, invitations, attendance, and snacks/meals for training/meetings. 


• Assist in on-boarding new staff by providing orientation to site and training specific to things like timesheets, check requests, etc. 


• Implement improvements to the administrative infrastructure of the program and Clinical Case Management program. 


• Participate on the Safety Committee and provide leadership around site specific safety issues. 


• Utilize your personal vehicle throughout the week to deliver items to administrative offices and run other errands to support the program. 


• Other duties as assigned. 

How you Meet Qualifications:

• Associate degree in Business Administration, Accounting, or related AA degree or equivalent employment experience. 


• 1 year accounting/billing/administrative in a non-profit environment or 3 years of accounting/billing/administrative experience in a non-profit environment required, without a degree. 


• Experience in data and billing systems and in developing policy and procedures for these systems.  


• Use of personal vehicle, proof of a valid and current California Driver’s License and current insurance along with a clean DMV record required.   


• Ability to work flexible hours, including some weekends and evenings. 

COMPETENCIES: 

• Excellent verbal & written communication, organizational, and time management skills. 


• Strong analytical and problem-solving skills with meticulous attention to detail. 


• Complete knowledge and understanding of confidentiality / HIPAA requirements. 


• Ability to work well independently and collaboratively with teams. 


• Proficiency in Microsoft Office programs, systems, platforms, and experience with Medical Record Systems. 


• Ability to learn and use required mobile devices and business-related applications. 


• Outstanding communication skills and high degree of emotional intelligence, cultural humility, with a proven track record to build and maintain effective relationships with a wide variety of internal and external contacts. 

Notice: This description is to be used as a guide only. It does not constitute a contract, commitment or promise of any kind. Abode Services reserves the right to change, add, delete, upgrade, or downgrade the position as dictated by business necessity at any time with or without notice. 

Abode Services is an Equal Opportunity Employer/Drug Free Workplace