Administrative Assistant

Overview

Felton Institute responds to the needs of our community by providing innovative, evidence-informed social services that transform lives. Our organization offers 50+ programs that address mental health, the unhoused, early care and education, those impacted by the justice system, transitional age youth, as well as aging adults. Our programs combine the latest scientific research with cultural sensitivity and a deep commitment to supporting and reflecting on the communities we serve.

Felton offers a dynamic, challenging, and supportive work environment where we encourage the use of professional development, that staff can utilize throughout their careers.

Program And Division Description

Felton''s Senior Division specializes in a full continuum of mental health services for older adults in outpatient clinics, the community, and supportive housing sites, as well as programs in employment training, economic security, case management, advocacy, and social connection and inclusion. Felton''s Older Adult Mental Health Model offers specialized treatment for individuals with severe psychiatric disorders and in different stages of recovery.

Services are clinic and field based and use Evidence-Based or Informed Practices, as well as Recovery Model principles.

As part of the Administrative Team, this position primarily supports two programs in San Francisco:
Geriatric Outpatient Services West and the 1633 Valencia supportive housing site. This position is under the direct supervision of an assigned Program Director, along with the Administrative Manager II in supporting administrative, clerical needs, and operations. The role requires reporting to two locations in San Francisco and interfacing directly with program staff.

• Oversee chart health of Senior Division Programs, including monitoring of task completion (i.e. annual chart review, correct coding, and follow-up on billing issues with staff and program directors).
• Perform office administration (i.e. filing, sorting and distributing faxes, mail/packages, and parking assignments; troubleshooting and managing office equipment, such as printer, copier, fax and postal machine).
• Perform administrative duties: monitor and purchase office supplies, handles flex funding and petty cash, prepare ROEs – payment of invoices and staff reimbursements etc.
• Maintain and update client information in CIRCE and EPIC Care Link, including opening and closing client episodes, timely access information, inputting annual information updates and any billing information updates.
• Maintain Medi Cal and Compliance Binders and assist Program Directors with program monitoring and auditing for all Senior Division Programs.
• Maintain data; generate and format reports and other documents using a full range of computer software skills including spreadsheets, word processing, database management, and other EHRs if needed.
• Assist Program Managers/Directors in monitoring program objective targets, completing monthly report summaries and assisting in completion of annual BOCC performance Objective reports for all Mental health programs in Senior Division (e.g. Productivity Reports, Weekly Reminders, etc.).
• Assist Program Managers/Directors with CIRCE auditing for all Senior Division Programs.
• Complete Pre-Upload Check before monthly billing upload and reconcile monthly billings in CIRCE and EPIC Care Link.
• Maintain client records in ONE system (uploading initial consents and quarterly as required by the funders).
• Assist Program Managers/Directors during audits ensuring all required updates and paperwork are met following the funders guidelines in ONE System.
• Continuously overseeing charts in ONE system for completeness and accuracy of admission paperwork and relay to staff any missing paperwork.
• Prepare and assist with employee onboarding and offboarding activities.
• Coordinate matters requiring Division Director and Program Directors approval within the Senior Division.
• Support mainly two SF site locations within the Senior Division programs but will cover other sites as well when needed.
• Other duties as assigned.

• A minimum of 2…