Job description
Job Description:
Agency Overview
Felton’s Senior Division
Job Description
Program Specific Responsibilities
SEND RESUMES TO: "jobs@felton.org"
Administrative Manager I
Senior Division
San Francisco
Agency Overview
Rooted in equity, Felton Institute transforms quality of life and promotes social justice to accelerate community led change. Founded in 1889, Felton Institute is the oldest nonsectarian, non-profit charitable social services provider in the City and County of San Francisco. Operating in five SF Bay Area counties today, our vision is to drive positive and sustainable community led change where all have equitable access to innovative, high-quality, evidence-informed services.
Felton’s Senior Division
The Senior Division specializes in mental health, workforce development, and community engagement, along with a full range of other aging services. The Division operates in four Bay Area Counties – San Francisco, Alameda, San Mateo, and Marin – helping older adults flourish in their communities with dignity, security, and a high quality of life. In San Francisco, this includes a full continuum of care for outpatient mental health services, including two outpatient and two intensive case management programs. The programs are under contract with the San Francisco Department of Public Health/Behavioral Health Services, with Medicaid (Medi-Cal) and Medicare billing, and they operate out of two clinics in San Francisco.
Job Description
The Administrative Manager I is part of the administrative team for the Division, which has four staff members. Each staff is assigned to an area of focus but works collaboratively to support the Division. This position is primarily located at 6221 Geary Boulevard, supporting the Geriatric Services West (GSW) program providing outpatient mental health services to older adults in the western part of San Francisco and clients citywide in multiple languages. Under supervision of the Program Manager, the Administrative Manager I supports administrative and clerical needs and interfaces with program staff. This position also supports the Division Director with mental health program operations, including pre-reviews for uploads, reconciliation, data entry into various systems, monitoring contract requirements, and maintaining compliance binders for programs. Duties include maintaining data, as well as generating and formatting reports and other documents using a full range of computer software skills including spreadsheets, word processing, database management, and EHRs. This position may assume responsibility for special projects related to Agency, Division, Program functions, and additional support for the Division Director.
Program Specific Responsibilities
- Oversee chart health of the GSW program, including monitoring of task completion (i.e. correct coding and billing issues to be followed up on by staff and program directors).
- Enter billing into Behavioral Health Billing and Information Systems (BIS).
- Open and Close client Episodes in data systems (CIRCE and Avatar) and maintain and update client information, including entering Timely
- Access information, vitals, and other County Requirements as assigned.
- Maintain Medi-Cal and Compliance Binders.
- Assist Program Manager in monitoring program objective targets, completing monthly report summaries (e.g. Productivity Reports, completion of Declaration of Compliance requirements).
- Assist Program Manager with other auditing tasks, such as PURQCs, and other program deliverables.
- Reconciles monthly billings in data systems (CIRCE and Avatar)
- Perform office administration (i.e., prepare Purchase Orders; sort and distribute fax, mail/packages, calendars; troubleshoot and manage office equipment, such as printer, copier, fax and postal machine, prepare ROEs, payment of invoices, reimbursements etc.
- Prepares and assists with employee on boarding and off boarding activities
- Work as a team member with the other admin staff is supporting the Senior Division.
- Other duties as assigned.
Minimum Qualifications
- A minimum of two or more years of experience in an assistant/supportive role (experience supporting a mental health program or other medical setting a plus)
- Knowledge of San Francisco mental health system a plus
- Working knowledge of a variety of computer software (i.e. Microsoft Word, Excel and Access, PowerPoint, Adobe)
- Ability to work in the office (not remote), and adhere to any current COVID 19 protocol; ability to do some lifting of charts and boxes and walking.
- Strong organizational, interpersonal, and communication skills
- Exceptional time management skills
- Ability to prioritize projects and follow through
- Ability to be a team player, problem solve, with a welcoming attitude
- Ability to cope with a high energy, intense work environment
- Ability to work primarily independently with direction and support
- Bi-lingual/bi-cultural candidates encouraged to apply
Additional Information:
Agency-Wide Responsibilities and Division: Senior Services
Position: Permanent 1.0 FTE
Reports to: Program Manager
SEND RESUMES TO: "jobs@felton.org"
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