Office Assistant and Billing Clerk

 JOB TITLE | Office Assistant and Billing Clerk

REPORTS TO | Program Manager

PROGRAM | CalAIM - Enhanced Care Management & Housing Navigation

EMPLOYMENT STATUS | FULL-TIME, Non-Exempt

LOCATION | Hanford, CA

SALARY RANGE | $17.00 - $20.00

JOB SUMMARY

Under the direct supervision of the Program Manager, the Office Assistant (OA) will be responsible for providing support within Champions system to staff in the performance of their duties. The OA will often be the initial point of contact for clients referred to the company and needs to be comfortable representing the agency in a public capacity. The OA will maintain accurate and updated schedules of services and be the primary point of contact for walk-ins and inquiries made by telephone, email, and online.  The OA will be responsible to manage general office flow, file as needed, process new referrals, create marketing materials, and other administrative duties. The OA may conduct outreach with trained Housing Navigators/Care Managers and staff Champions information booth at community events.  Additionally, the OA will assist with the Program Manager with medical billing duties to managed care plans by submitting, error checking, correcting, and tracking claims.

RESPONSIBILITIES AND DUTIES

• Serves as initial point of contact for individuals seeking program information by phone, email, or in-person.

• Assists staff by performing general office work, such as, answering phones, making copies, filing documents, and maintaining a presentable workspace.

• Assists clients in scheduling appointments and checking in with their assigned worker.

• Maintains, updates, adds entries, error checks, corrects, and runs staff and program productivity reports entries to CalAIM electronic health records databases.

• Transports clients to appointments as needed.

• Conducts outreach to client homes, homeless encampments, and rural communities to locate referrals and clients that have lost contact with program.

• Works directly with Program Manager to process, troubleshoot, and track medical claims to managed care plans.

• Conducts community outreach to represent Champions and CalAIM Program at health fairs, various community collaborations, community events, schools, parks, etc.

• Participates in staff meetings and responsible for documenting and distributing the minutes of completed meetings to team members.

• Compiles lists of needed materials (office supplies, curriculum, etc.) and submits to the appropriate department for ordering.

• Assists with the creation of marketing materials, including flyers, presentations, invitations, etc.

• Posts and updates social media accounts with program services, success stories, activities, and events.

• Remains culturally sensitive and respectful in all client and staff interactions,

• Adheres to all client confidentiality requirements and standards, including updates of the shared Release of Information (ROI) to ensure that information is current and accurate,

• Performs other duties as assigned.

EDUCATION AND WORK EXPERIENCE REQUIREMENTS

• Experience: Typically requires a minimum of 2 years of intermediate to advanced administrative experience in a fast-paced, dynamic operations environment. Note: Personal lived experience may contribute to these years of experience. Examples of work experience that may count include but are not limited to: working in other peer-to-peer recovery programs or other psychoeducational program.

• Education: High school diploma or GED and/or equivalent qualification required.  

• Other: Criminal background and school clearance required.  Must maintain clearance throughout your employment.

• Must have valid California Class C Driver’s License; maintain a good safety record (verified by DMV at hire and periodically) and a reliable vehicle; proof of comprehensive auto insurance if driving personal vehicle. Must be able to drive their own vehicle for business purposes to other program locations in Kings and Tulare County.

• Must be drug tested prior to hire, with drug test results negative for illegal drug use and marijuana.

• Must pass background check (Live Scan Fingerprint - MANDATORY).

• Must have TB clearance within 60 days prior to hire (MANDATORY).

• First Aid and CPR certifications obtained within 30 days of employment and maintain current thereafter.

• Must be willing to comply with various COVID prevention policies required by school districts, including vaccinations, face covering, etc.

• Ability to understand and interpret information, follow instructions, and manage workflow.

• Basic knowledge and skills with computer keyboarding and computer programs. Advanced office management practices and operating procedures.

• Able to multi-task in a fast-paced environment, apply professional judgement in solving difficult issues, and to communicate in a clear, precise, and professional manner. Strong Interpersonal skills: ability to work effectively with people in a constructive manner within a community-based treatment setting.

• Must have flexibility to work at least one night per week and weekend hours during scheduled client activities.

• Applicant must submit appropriate background check clearance and be able to pass and maintain school clearances to provide services on campuses.

• Bilingual (English and Spanish speaking) preferred.

ORGANIZATION RELATIONSHIPS/INTERACTIONS

• Interfaces with all levels of management, staff, clients, residents, and families including community partners.  Services involve travel to different communities and schools through the San Joaquin Valley for assessments, service provision, and crisis management.

PHYSICAL SKILLS AND ABILITIES

• Ability to perform the essential job functions consistent safely and successfully with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.

• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards.

• Prolonged periods of sitting at a desk and working on a computer.

• Must be able to lift and carry up to 20 lbs.

• Must be able to talk, listen and speak clearly on telephone and telehealth platforms.

WORKING CONDITIONS

• Services may involve travel to offsite locations for assessments, service provision, and crisis management.

• Must drive their own vehicle between office, schools, and target communities.  Champions will provide mileage reimbursement at the approved federal mileage rates.

ANTICIPATED HOURS

• Work hours can vary and may require some on-call scheduling including weekends, evenings, and holidays per program requirements.