ADMINISTRATIVE ASSISTANT

Join Buckelew and 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 join our team. In this role, you will provide essential administrative, clerical, and data management support to the Counseling Services and Suicide Preventions programs. You will maintain program records, manage data, and produce reports. A key responsibility is becoming proficient in the use of various Electronic Health Records (EHR) and data systems and serving as the point of contact for staff regarding these systems. In addition, you will offer general office support to ensure the program runs efficiently. This is an on-site position, working Monday - Friday, standard business hours, preferably 10 am - 6 pm.

Responsibilities

Customer Service

• Greet visitors professionally, representing the agency’s mission and values, and direct them appropriately.
• Maintain a welcoming and organized office environment.
• Answer and direct phone calls, ensuring a positive and helpful experience.
  
  

Clerical Support

• Provide administrative support to the Program Director and staff as needed.
• Perform routine clerical tasks such as voicemail management, filing, copying, and preparing reports and correspondence.
• Coordinate with the Operations Department to ensure office equipment is maintained and stocked with necessary supplies.
• Handle client intakes, appointment scheduling, and respond to administrative issues.
• Maintain and track marketing and program materials, distributing them to appropriate agencies.
  
  

Fiscal Support

• Complete month-end activities, including submitting petty cash receipts, mileage logs, and other billing documentation.
• Review billing submissions for accuracy and communicate with finance or county departments to address any discrepancies.
  
  

Database & EHR Management

• Oversee the operation of assigned areas in the EHR and database systems, ensuring accuracy and compliance with protocols.
• Provide technical support to staff, interns, and volunteers regarding EHR/database systems, escalating issues as needed.
• Generate reports from EHR/database systems as requested.
  
  

Qualifications

Education and Experience

• High school diploma or equivalent required; Associate's degree preferred.
• Two years of relevant administrative experience, ideally in a behavioral health setting.
• Experience with databases and EHR systems preferred.
  
  

Skills And Abilities

• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills and the ability to multitask in a fast-paced environment.
• Excellent written and oral communication skills, with the ability to interact effectively at all levels.
• Attention to detail and accuracy, especially in data entry and report generation.
• Comfortable working with numbers and performing basic arithmetic calculations.
• Ability to maintain confidentiality and comply with HIPAA regulations.
• Self-motivated with the ability to work independently and as part of a team.
• Ability to manage time effectively and complete tasks in a timely manner.
• Experience with EHR systems and maintaining privacy and confidentiality is a plus.
• Bilingual in English and Spanish highly desired.
  
  

Additional Requirements

• Must have a valid California driver’s license, an insurable driving record, and access to a personal vehicle for work-related travel.
  
  

Physical Requirements

• Occasional lifting of up to 30 pounds.
• Standing, walking, and reaching for extended periods during the workday.
• Frequent use of hands for typing, filing, and operating office equipment (e.g., computer, copier).
• Ability to hear and communicate clearly in person and by phone.
• Visual acuity sufficient for reading and operating office equipment.
• Ability to maintain composure and quality of work under occasional interruptions.
• Regular local travel may be required.
  
  

Great Benefits! Medical, dental, vision and life and long-term disability insurance, Employee Assistance Program, flexible spending accounts for health, dependent and transit costs, retirement savings plan with company match, eligibility for loan forgiveness, continuing education credits available through our learning management system, discount program, paid meal breaks and generous paid time off.

We are an Equal Opportunity Employer committed to creating a workplace that celebrates diversity, promotes equality, and fosters inclusion. We encourage applications from individuals of all backgrounds, experiences, and perspectives.