ADMINISTRATIVE ASSISTANT

Work with great people doing great things! Buckelew Programs is a leading provider of behavioral healthcare services in the North Bay, providing compassionate mental health, supported housing and substance use treatment.

We are hiring a new Administrative Assistant to support the Residential Support Services program. In this role, you will provide administrative and clerical support to program operations under the supervision of the Program Director. You will co-manage the administrative duties at our headquarters and at 4 locations in Marin County. This includes office maintenance, managing program records, compiling data, and generating reports. Key duties include learning and operating multiple Electronic Health Records (EHR) and data systems, producing reports, and serving as the on-site expert for these systems. The position also supports general office functions and staff needs as directed.

RESPONSIBILITIES

Database Management

• Manage data entry and reporting for assigned program(s) using multiple EHR systems and other databases to meet billing and compliance requirements.
• Maintain records related to bed board entries, client admissions/discharges, demographics, services, rental reports, and insurance verification.
• Community Care Licensing (CCL) data management at 4 locations
• Provide technical assistance to staff, interns, and volunteers on data systems.
• Track and monitor due dates and escalate issues as appropriate.

Customer Service

• At Headquarters, serve as a point of contact for visitors by staffing the front desk and reception area, providing a professional and welcoming environment.
• Maintain clean, organized, and productive office space in alignment with agency values.
• At the RSS sites, provide customer support when interacting with staff, clients, providers, and families.

Administrative Support

• Perform general clerical duties including answering phones, routing calls, checking voicemails, filing, copying, taking meeting minutes, and drafting routine correspondence while maintaining HIPAA compliance.
• Maintain office equipment and inventory of supplies, coordinating maintenance as needed.
• Track and distribute marketing and program materials, fulfilling internal and external requests.
• Coordinate staff meetings, including scheduling, reserving rooms, setting up virtual access, preparing agendas, and taking minutes.

Fiscal Support

• Assist with month-end activities such as submitting petty cash receipts, mileage logs, and related documentation.
• Review and support billing submissions for accuracy, working with county and finance departments to resolve discrepancies.
• Assist the Program Director with rent collection tracking and reporting; collaborate with Finance for accounts receivable/payable.

Health and Safety

• Participate as the Health and Safety Coordinator for the RSS program.
• Support operations and compliance with safety protocols and conduct monthly drills as assigned.
• Assist with vehicle maintenance tracking and documentation.