Intake Coordinator/Administrative Assistant (Bilingual)

Salary: $18 - $22 per hourThe Intake Coordinator/Administrative Assistant provides comprehensive administrative and clerical support to the office, staff and leadership team for outpatient behavioral health agency. This position requires a proactive individual who can effectively coordinate office activities, engage clients, manage vendor relationships, and maintain organized filing systems. The ideal candidate demonstrates strong organizational skills, excellent customer service, proficient computer technology, and the ability to manage multiple priorities in a behavioral health setting.Client & Front Desk SupportServe as the initial point of contact for clients, visitors, and vendors.Answer and direct incoming calls, provide accurate information, and assist with behavioral health referrals.Complete client intake forms, schedule assessments, and verify insurance coverage including Medicaid eligibility.Conduct service and medication prior authorizations as directed.Administrative SupportPrepare and distribute correspondence, memos, letters, faxes, and forms.Create, update, and maintain reports (e.g., client lists, discharges, program updates).Assist managers and clinicians with clerical requests and work orders.Schedule, coordinate, and support meetings, staff events, retreats, and community gatherings (agendas, catering, logistics, travel, etc.).Attend meetings as directed by supervisor and record meeting minutes.Office & Records ManagementMaintain office organization systems and setup new staff systems access and logins including electronic filing, etc. (i.e. Email, EHR, CMBHS, etc.)Scan and upload staff and client documents (e.g., certifications, verifications, insurance, CANS).Track and manage office inventory and supply needs ensuring ongoing organization and cleanliness through light cleaning.Sort and distribute incoming mail including operate and maintain office equipment safely; request service as needed.Manage vendor relationships (property management, lease agreements, maintenance, technology repairs, etc.) to keep the office clean and safe and ensure its technology and systems are in good working order reporting progress to senior management.Team & Department SupportProvide coverage for other administrative staff during vacation or absences.Support Behavioral Health department with special projects as assigned.Participate in professional development activities to enhance job knowledge.Maintain strict confidentiality regarding staff, clients, and organizational matters.Perform additional duties, tasks, errands or special projects as assigned by supervisor or senior leadership.QUALIFICATIONS & REQUIREMENTSExperienceHighschool diploma or GED equivalent required; associate degree preferredMinimum of 2 years administrative/customer service experience is required.Knowledge of medical terminology and/or experience in general medicine, behavioral health or counseling office preferred.SkillsProficiency in Microsoft Office Suite (Word, Excel, Outlook).Strong written and verbal communication skills.Excellent organizational skills and attention to detail.Ability to prioritize tasks and meet deadlines with limited supervision.Strong interpersonal skills with a customer service focus.Ability to work effectively under pressure to meet timelines.Ability to create, organize and maintain company files and records along with maintaining privacy and confidentiality.Ability to work effectively and use a positive approach with a diversity of people.Ability to identify and communicate suggestions for improved efficiency.Other RequirementsMust be at least 18 years of age.Valid California drivers license and reliable transportation required.Bilingual in English/Spanish required.WORK ENVIRONMENT & PHYSICAL DEMANDSPosition is performed on-site in an office setting.Primarily sedentary role with some walking and standing required.Must be able to lift up to 20 lbs occasionally.Frequent use of hands for typing, filing, and phone calls.RequirementsMinimum of high school diploma or GED.Must be bilingual in English/SpanishMinimum 3 years experience in office management or a similar administrative role; healthcare a plusExperience with front desk operations and handling phone systems is a plus.Excellent communication skills, both verbal and written.Ability to maintain organized filing systems and manage multiple tasks simultaneously.Strong attention to detail and problem-solving skills are essential for success in this role.Proficient in Microsoft Office and Google Suite/Gmail.We are looking for an organized, detail-oriented individual who thrives in a dynamic office environment. If you have the skills required to excel as an Intake Coordinator/Administrative Assistant, we encourage you to apply!Job Type: Part Time/Full-timeWork Location: In person

Salary : $18 - $22