Administrative Assistant

Administrative Assistant

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The ideal candidate will provide essential administrative support to ensure the smooth operation of our behavioral health program. This role will involve managing administrative tasks, coordinating schedules, communicating with clients and staff, and assisting with program logistics.

Primary Responsibilities

• Maintain Client Roster and Records Update and maintain the CalWORKS client roster daily, including emergency contact information, phone numbers, assigned point persons, referral outreach status, newly opened and closed clients, returned referrals, and other relevant client updates.
• Manage County Referral Communications Conduct and document daily referral outreach and communication with the County through SharePoint, ensuring referrals are followed up on, and information is accurately recorded and updated.
• Coordinate Client Appointment Reminders Contact clients and provide timely reminders regarding scheduled appointments, meetings, and other required services to support client engagement and attendance.
• Service Entry Billing Responsible for completing service billing entries for up to 8 hours per week and assisting the Agency with special billing projects as needed.
• Document Team and Case Conference Meetings Take accurate meeting minutes for weekly Team Meetings and biweekly Case Conference Meetings and distribute or maintain meeting documentation as needed.
• Prepare Client Intake Packets Create, organize, and maintain client intake packets on a weekly basis, ensuring all required forms and materials are complete and available for new client enrollment.
• Prepare and Maintain County Attendance Reports Complete weekly client attendance reports for County submission, ensuring attendance information is accurate, current, and prepared for the end-of-month reporting deadline.
• Maintain Physical and Electronic Client Files Organize and maintain physical client files and ensure client information, documentation, and attachments are accurately updated and uploaded in Credible.
• Process Client Openings and Closures Open and close clients in CG and Credible in a timely and accurate manner, ensuring client records and program status remain current across systems.
• Support Communication with County Employment Counselors Contact County Employment Counselors on behalf of program staff when requested and assist with obtaining or communicating information related to client services and referrals.
• Provide Administrative and Program Support Assist staff with administrative and program-related needs, including creating and updating flyers, brochures, media materials, and other communications or materials as requested.

Qualifications and Requirements

• High school diploma or equivalent required; associate degree or higher preferred.
• Previous experience in an administrative role, preferably in a nonprofit or healthcare setting.
• A valid driver's license, reliable personal vehicle, personal auto insurance as required by law, and an MVR sufficient to obtain and reasonably maintain insurability under agency auto liability policies are essential job requirements.
• BHI conducts background checks on all candidates who have received a conditional job offer. Satisfactory completion of background checks is a requirement for employment with the agency.
• Passion for the BHI mission.

Knowledge Skills & Abilities

• Excellent communication skills, both verbal and written.
• Proficiency in Microsoft Office 365 (Word, Excel, Outlook) and other relevant software applications.
• Strong organizational skills with the ability to prioritize tasks and manage time effectively.
• Attention to detail and accuracy in data entry and record keeping.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Positive attitude, flexibility, and willingness to work collaboratively in a team environment.
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Ability to function well in a high-paced and at times stressful environment.

Work environment/Physical demands:

The work environment and physical demands described here are representative of those an employee may encounter while performing the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions, in accordance with applicable laws.

Physical Activity:

The position requires periods of sitting, standing, and walking throughout the workday. Employees may be required to move between offices, program spaces, and meeting areas, including navigating stairs.

Lifting & Carrying:

Must be able to lift, carry, or move items up to 15 pounds on an occasional basis.

Manual Dexterity & Communication:

Requires the ability to operate a computer, keyboard, and other office equipment; to talk and hear in person and by telephone; and to read printed and digital materials.

Work Environment:

Work is typically performed in an office or community-based setting with standard lighting, temperature, and noise levels. Some positions may require travel between locations as part of regular duties.

Travel required:

This position requires regular travel to multiple agency and partner locations within the Bay Area. Employees must have reliable transportation and the ability to reach designated sites within reasonable travel times.

EEO Statement: Bonita House provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.