Clinic Administrative Assistant

**Monday – Friday 8.30am – 5.00pm.**

Pay rates for Union positions are set in the Collective Bargaining Agreement with SEIU Local 521. Each position has a total of six steps, Step 1 (entry level) through Step 6 (15 years of employment with the organization). Union staff are promoted from Step 1 to Step 2 upon their one-year anniversary. The current Step 1 rate for this position is $29.50/hr, and the current Step 6 rate for this position is $32.57/hr. 

We offer a competitive package of employee benefits for 30 to 40-hour week positions. You will receive a defined contribution amount of up to $13,787.80 per year (prorated for part-time employees working less than 40 hours per week) to purchase the benefits of your choice on a cafeteria plan basis. Any amount of this defined contribution not used towards your benefits will be paid to you as taxable earnings. We offer a retirement plan with a generous employer match starting at 4% after one year of employment.  Our paid time off is also more generous than many employers with vacation time accruing up to 25 days per year, 6 days of sick time per year and 12 paid holidays.

The benefits offered in our cafeteria plan are as follows: 

• Medical benefits –Kaiser--ranging from $0 Deductible Plan with $15 Copay to $,3200 Deductible Plan with Health Savings Account. Sutter Health plans are also available from $0 Deductible Plan to $2,500 Deductible Plan.
• Dental benefits –Guardian: 1 dental HMO and 2 PPOs 
• Vision benefits – 2 options from Guardian VSP: a standard vision plan and an   
  enhanced vision plan

PRINCIPAL DUTIES AND RESPONSIBILITIES:

1. Provide administrative support functions for supervisors and professional staff at several locations, with emphasis on Clinic activities in those departments, as well as incidental support not listed here. Duties may include any or all of the following:*
   1. Address internal and external requests for customer services and Clinic/pharmacy needs, both by telephone and in person; gather information; process routine information and/or inquiries on activities, processes, policies and procedures, and established programs; take immediate action to resolve customer needs or make referrals to service staff, other service providers, or appropriate external parties; clarify concerns, obtain information, and ensure the quality and accuracy of service delivery and data generated.
   2. Schedule appointments for psychiatrists, including calendaring accommodation and preferences, while still accommodating clients; ensure new patient assessments are scheduled; make reminder calls to case managers and clients.
   3. Respond to client and Agency calls, while taking care of walk-in ancillary staff and physicians needing the Clinic’s assistance; route calls, when appropriate.
   4. Facilitate and deliver communications through email, voice mail, inter-office and external mail and courier; photocopy and fax; maintain office machines.
   5. Transcribe doctors’ notes; prepare verbal orders for Registered Nurses; fill out Prior Authorizations for medications not covered by clients’ plans.
   6. Enter into and retrieve from the database system progress notes, usage, and billing information; perform end-of-day review, checking for accurate billing codes and progress notes to ensure charts match billing sheets.
   7. Investigate matters of concern; identify and resolve problems; review and compare documents; track and follow-up on any action items.
   8. Route medical charts and files according to company protocols and in an orderly and timely manner when and where needed; follow up on lab results; maintain other filing and record keeping systems, schedules, rosters, and databases; prepare and run reports.
2. Interface and perform troubleshooting with pharmacy staff throughout the County:*
   1. Resolve medication refill issues, including maintaining vigilance of refills due dates.
   2. Deal with pharmacy errors as an advocate for clients.

OTHER DUTIES AND RESPONSIBILITIES:

1. Attend community, agency, and team trainings, meetings, and events.
2. Attend other Agency clinics, run errands, and make interdepartmental and off-site pickups and deliveries using personal or agency vehicle.
3. Participate in management of team/program discretionary resources available to meet client needs; perform special projects.
4. Interface with MediCal and other insurance providers.

KNOWLEDGE, SKILL, AND ABILITIES REQUIRED:  (E = Essential; D = Desired)

1. High School diploma GED, or equivalent education and a minimum of one year (E) or two years (D) of responsible, full-time experience in a secretarial or clerical capacity; Associate’s degree or graduation from a recognized Business School or a related field. (D)
2. Proven typing speed of 40 net wpm (E); 50 net wpm (D); computer literacy; use MS Office applications (Word; Excel; Outlook) and Windows-based databases at an intermediate level (E); familiarity with UNIX-based databases. (D)
3. Familiarity using and maintaining a variety of common office equipment, such as fax machines, computer printers, photocopiers, and multi-line phone systems. (E)
4. General working knowledge of psychiatric medications, including their side effects, and Medicare/managed care drug plans, including the use of Prior Authorizations. (E)
5. Effective oral and written communication skills, including appropriate English grammar, spelling and punctuation; legible handwriting or printing; proof and edit others’ and own work. (E)
6. Demonstrated task management and execution skills and the ability to:
   1. Multi-task in an interrupt-driven environment; maintain timelines and deadlines; (E)
   2. Adapt to changing systems, methods, and environments; (E)
   3. Stay calm and reassuring in stressful situations and with agitated individuals in person and on the phone; (E)
   4. Work with minimal supervision and demonstrate resourcefulness in completion of tasks; (E)
   5. Recognize, investigate, troubleshoot, and resolve problems; (E)
   6. Respect and maintain confidentiality; (E)
   7. Work effectively with persons of different value systems, ethnicity, cultural backgrounds, language capabilities, and disabilities; (E)
   8. Exhibit exemplary customer service, compassion, and care in the execution of all duties and interactions. (E)
7. Special Requirements: Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Momentum practices. (E)
8. A valid California Driver License, with access to a reliable vehicle/for driving a company vehicle, current proof of auto liability insurance, and a clean DMV record. (E)
9. Physical requirements needed to perform the essential functions of this job, with or without accommodation: (E)
   1. Hearing and talking on telephone and in person; standing, walking, sitting, pinching and finger flexion are required constantly (over 2/3 of the workday); (E)
   2. Lifting, carrying, pushing, pulling, bending, stooping, crouching, kneeling and twisting are required occasionally (under 1/3 of the workday); (E)
   3. Balancing, climbing and crawling are generally not required.