Job Abstract

Who We Serve

Pacific Clinics serves children, transitional age youth, families, adults, and older adults. We offer a full range of mental and behavioral health services, foster care and social services, housing, continuing adult education and early childhood education programs to Medi-Cal eligible individuals and families throughout Alameda, Contra Costa, Fresno, Kings, Los Angeles, Madera, Orange, Placer, Riverside, Sacramento, San Bernardino, San Francisco, Santa Clara, Solano, Stanislaus, Stockton, Tulare and Ventura Counties.

What We Offer

• Pay Range: $18.94 - $20.50 per hour. Actual offers will be determined by the candidate’s creditable years of experience in conjunction with internal equity considerations and based on the organization’s current compensation practices.
• We Offer Medical, Dental & Vision benefits, retirement options, Flex Spending, EAP, and more!
• Employee engagement and advocacy opportunities to advance our justice, equity, diversity, and inclusion agenda across our Agency and throughout the communities we serve.

POSITION SUMMARY:

Primary responsibility is to provide clerical support to program management and program staff. This position is designed to provide support among various divisions and sites, completing Support Services functions while working closely with Supervisors, Managers and the Regional Support Services Director. Assists Office Supervisor/Manager in identifying problematic situations and recommending solutions.


ESSENTIAL DUTIES AND RESPONSIBILITIES:

• This position provides back-up coverage for Support Services and as needed throughout various locations/divisions. This position may rotate assignments daily and/or provide extended coverage, as assigned by the Regional Support Services Director.
• Assist with workflows in the absence of Office Supervisor/Manager, assisting and referring assignments to appropriate staff and following-up as necessary.
• Follows standardized processes and workflows to provide support services consistent with program needs and agency requirements.
• Assists with front office operations and reception desk activities as needed.
• Maintains general office efficiency and productivity by utilizing appropriate resources and processes in support of program staff and clients.
• Answers/triages program site phone calls and takes messages for program management staff, as needed.
• Initiates and assists in the completion of intake paperwork for new clients, including assisting new intakes with their required financial paperwork.
• Maintains proper filing and computer entry of all program site records or other case information/general information.
• Maintains a sufficient supply of forms and office supplies for site program.
• Initiates standardized procedures including but not limited to: processing new intakes, follow-up with existing clients, fulfill UMDAP responsibilities, obtain required documents based on eligibility, monitor forms/reports until completion, typing general program correspondence, photocopying, distribution of memos, forms, and other general communication items to staff, clients and interns as directed.
• Completes and processes internal and external reports as assigned.
• Collects and processes client’s insurance information based on program’s requirements.
• Processes and distributes incoming/outgoing mail.
• Collaborates with clerical staff, program staff and departments, to provide continuity in support services to enhance program service delivery.
• Attends and participates in team meetings and staff trainings, as requested.
• Schedules and coordinates meetings, prepares, maintains and distributes agendas, minutes and support materials as needed.
• Provides assistance in organizing training materials and monthly and quarterly reports as assigned.
• Works with the program team to provide support services to clients and their families.
• Interacts with program/site managers, staff and clients provides timely communication of messages, outstanding issues and maintains effective working relationships.
• Interacts well with programs/departments and external sources such as school or community personnel, as applicable.
• Attends and participates in staff meetings to provide input towards program development and staff training.
• Interacts with other internal programs, clinical/support staff and external sources such as school or community personnel as applicable.
• Displays sensitivity to the cultural and linguistic needs of the clients and families served.
• Reports to work on time and maintains reliable and regular attendance.
• Models Pacific Clinics’ approach, mission and core values in all communication and correspondence.
• Communicates effectively in a culturally competent and diverse consumer population and promotes favorable interaction with managers, co-workers and others.
• Performs other duties as assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

ORGANIZATIONAL RELATIONSHIPS/INTERACTION:

Initiate and maintain professional interactions and communication with Clinic’s employees and/or others.

EDUCATION and/or EXPERIENCE/POSITION REQUIREMENTS:

• High school diploma with some college preferred.
• Minimum Two (2) to Three (3) years administrative support experience.
• Must be able to travel and/or relocate to different programs based on program, division and/or Agency needs.
• Must be a self-starter, able to work with minimal supervision.
• Ability to compose and set up correspondence using correct form and grammar.
• Knowledge of word processing, Windows, and basic knowledge of general computer equipment (keyboard, monitor and printer features).
• A basic understanding of business or public administration principles.
• Effective verbal and written communication skills, Bilingual abilities consistent with program/client needs strongly preferred.
• Must maintain and valid California Driver’s License and insurability on the Agency’s auto-liability insurance policy.
• Ability to adapt and be flexible in a rapidly changing environment.
• Ability to adapt to different paperwork requirements and client populations as required by the assigned program.
• Excellent written and verbal communication skills.
• Demonstrated experience and ability to relate to a culturally diverse clientele and staff.
• Must be able to travel and/or relocate to different programs based on program, division and/or Agency needs.

PHYSICAL DEMANDS:

While performing the duties of this job the employee is frequently required to stand or sit. The employee is required to use hands to produce records and/or documentation in manual or electronic format. The employee must regularly lift and/or move up to 5 pounds and occasionally move or lift up to 10 pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and outside weather conditions. The noise level in the work environment is usually moderate. Local business travel is also required.

SITE SPECIFICS:

A review of this description has excluded the marginal functions of the position that are incidental to job performance of the fundamental job duties. All duties and requirements are essential job functions.

This job description in no way states or implies that these are the only duties to be performed by this employee. The employee will be required to follow any other instructions and to perform any other duties requested by his or her Manager and/or Supervisor.

This document does not create an employment contract, implied or otherwise, other than an “at-will” employment relationship.

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Equal Opportunity Employer

We will consider for employment qualified Applicants with Criminal Histories in a manner consistent with ordinance 184652 Sec.189.04 (a) and San Francisco Police Code, Article 49. Section 4905.

Our organization is classified as a healthcare organization; and in accordance with the CDC and CA Department of Public Health regulations, all new hires must show proof of having the full series of COVID19 vaccination and booster.