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Bilingual Administrative Coordinator - Enhanced Care
This position is responsible to the contract for Enhanced Care Management, which provide community services individuals and families throughout San Diego county. This position is responsible for coordination of all intake activities, including phone screening, statistics and reports, data entry, etc. This position is responsible for the timely completion of entering client data into two software computer programs, maintenance of data, checking for accuracy, and general accounting duties. The continual attention to detail in composing, typing and proofing materials and reports, establishing priorities and meeting deadlines is imperative. They should have excellent telephone and people skills, be proficient in necessary applications and experience in multi-tasking while able to work with and support the case managers by creating client files and assisting in keeping the office neat, orderly and fully stocked with office supplies. Meeting planning and setup, translation, writing, scheduling, data entry, filing, understanding necessities of confidentiality and various administrative functions are all part of everyday duties.
Specific Activities
Qualifications/Requirements
- Receive and process client referrals for Enhanced Care Management and Community Services
- Dispense referrals according to program protocol.
- Develop and maintain system for waiting list.
- Complete phone needs assessment & provide clients w/ linkages and resources as needed.
- Facilitate client access to Lifeline and community resources effectively.
- Remain culturally sensitive and respectful in all client and staff interactions.
- Establish and maintain rapport with clients, staff and referring parties.
- Develop statistics and program reports required by contracts.
- Execute timely and accurate data entry and filing of case files.
- Assist in the identification of gaps in service, problem solving & solution seeking.
- Develop and maintain tracking system for internal and external client referrals.
- Participate in staff meetings, supervision, training programs as required.
- Update Procedures and desk Manual as requested.
- Provide written translation (English & Spanish) as needed.
- Assist with scheduling of staff activities.
- Assist in quality assurance of program and client files in preparation for county reviews.
- Provide clerical support for specific program requirements.
- Create forms, flyers, brochures, or other graphics as needed by program.
- Operate office machines (i.e. copy machines, fax, etc.), order & maintain office supplies.
- Maintain and update community resources database.
- Retrieves information from files as needed and organizes system for hard copy and electronic files.
- Complies with all HIPPA requirements.
- Maintains and organizes HIPPA filing system.
- Data input/management utilizing Access Database; CHG; Excel and other data management software.
- Works independently and within a team.
- Prepare monthly and quarterly contract reports as directed.
- Enter client information into 2 databases and review and edit existing files in the databases.
- Create and run queries and reports.
- Track and file WRAP funds.
- Other duties as assigned.
HS diploma required, AA level or above preferred. Bilingual English/Spanish Must have very strong knowledge and skill in a variety of computer software applications: Microsoft Word, Excel, PowerPoint, Publisher databases and all other job-related databases. General knowledge and understanding of Excel computer formulas and other software formulas. This position requires strong time management skills, exceptional attention to detail, organizational skills, flexibility. Position requires the ability to manage multiple priorities and meet deadlines with minimal supervision. Must demonstrate a high level of initiative with the ability to organize, track and input data.
Knowledge, Skills, and Abilities Required:
Possesses advanced knowledge that is primarily intellectual in character and includes exercising discretion and independent judgment
Establish and maintains effective working relationships while showing open mindedness and a collaborative spirit. Compatibility with agency purpose, goals, philosophy, and approach. Demonstrates enthusiasm and passion for their work. Utilizes a creative approach to problem solving. Interactions with others reflect a spirit of honesty, humbleness, and self-awareness. Accepts constructive criticism with a positive attitude and willingness to implement change. Ability to work well independently and demonstrate appropriate initiative. Must demonstrate knowledge of trauma Informed, client driven, and culturally competent care.
Other Requirements
Reliable transportation. Must have a California driver license and good driving record. Willing to use own, properly insured, reliable vehicle for the job (mileage reimbursed). Employment subject to clearances, including background finger printing checks, driving record, tuberculosis testing, and drug testing.
Compensation and BenefitsKnowledge, Skills, and Abilities Required:
Possesses advanced knowledge that is primarily intellectual in character and includes exercising discretion and independent judgment
Establish and maintains effective working relationships while showing open mindedness and a collaborative spirit. Compatibility with agency purpose, goals, philosophy, and approach. Demonstrates enthusiasm and passion for their work. Utilizes a creative approach to problem solving. Interactions with others reflect a spirit of honesty, humbleness, and self-awareness. Accepts constructive criticism with a positive attitude and willingness to implement change. Ability to work well independently and demonstrate appropriate initiative. Must demonstrate knowledge of trauma Informed, client driven, and culturally competent care.
Other Requirements
Reliable transportation. Must have a California driver license and good driving record. Willing to use own, properly insured, reliable vehicle for the job (mileage reimbursed). Employment subject to clearances, including background finger printing checks, driving record, tuberculosis testing, and drug testing.
Your well-being matters at Lifeline Community Services!
Physical Demands/Work Environment- Paid vacation
- Paid sick time
- Paid holidays (13 days)
- Exceptional medical, dental, vision, chiropractic and acupuncture coverage
- Free health and wellness programs
- Free Life Insurance
- Employee Assistance program
- Great employee incentive award programs
- Training and education assistance
- Matched 403b retirement plan
- Flexible Spending Account
- Menu of optional benefits, including short term disability, critical illness, accident, hospitalization and cancer policy
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee may occasionally lift and/or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The employee may be exposed in an extremely stressful environment where there are considerable mental and emotional demands. Travel is required to client homes. Employee may be exposed to weather conditions prevalent at the time. The employee will be required to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer.
Work ScheduleNon-exempt, Full-time, 40 hours a week- Monday – Friday- Flexible hours (may include evenings and weekends)