Office Assistant III – Mental Health Services

TITLE: Office Assistant III – Mental Health Services

Bilingual Spanish/English Required

Peer Specialist Certification Required

Hours: Full-Time (32 hours; M-Th 10:30am – 7:00pm)

Location: Oxnard (on-site required)

Hourly Rate: Base Rate $21.00 + $1.00 Bilingual Incentive + $1.00 Peer Specialist Certification Differential

Must pass bilingual exam and peer support certification to remain employed in this role.

JOB OVERVIEW

Reports to Operations Manager. Responsible for initial contacts with individuals and families requesting services, scheduling, quality review, billing, data input and reports. Answers calls and process request for services received on intake line, web based and fax. Schedule with next available clinician. Enter data into EHR. Provide quality review and remediation according to documentation standards. Complete billing and data entry into external systems. Generate reports to meet contract requirements. Provide general office support to the department and support day-to-day site coordination and operations. May also support client engagement and other program-specific functions, including peer support services, based on assignment and certification. On-site required.

DUTIES

1. Provide timely service information using excellent customer service skills to clients and individuals seeking services, both by phone and in person, including responding to walk-in inquiries and supporting initial connection to services.
2. Complete general program eligibility screening, collect general data and input into electronic
3. Provide referrals and/or schedule ongoing treatment services with clinician and support client engagement in services, including follow-up and connection to resources as appropriate.
4. Complete accurate and thorough data entry into billing and data
5. Perform technical quality review of EHR data and documentation according to compliance
6. Review and complete assigned reports and documents for
7. Conduct quality assurance checks to ensure data integrity and compliance with
8. Provide service updates to community
9. Maintain positive internal and external relationships with department providers and community partners, supporting an organized and well-coordinated site environment.
10. Liaison with clinical team, management, and other departments to support coordination of schedules, client flow, and accuracy of the EHR Scheduler.
11. Engage with clients, community members, and partners in a respectful, kind, and equitable manner, supporting a safe and respectful environment for all.
12. Comply with HIPAA standards and maintain confidentiality.
13. Provide office support and assist with coordination of day-to-day on-site operations, including scheduling, space utilization (e.g., conference rooms), supporting walk-in clients as assigned, and serving as a point of contact for general site needs across programs.
14. Participate in mental health electronic health records
15. Attend supervision, agency, department, team and training meetings as requested by
16. Maintain lines of communication with supervisor and other program
17. Foster a positive working environment by upholding the agency’s mission, vision, and values in all interactions and activities, demonstrating a team-oriented spirit.
18. Fulfil mandated reporting
19. May perform additional program-specific duties, including client engagement, care coordination support, or peer support services, based on program needs, training, and certification.
20. Other related duties as assigned

QUALIFICATIONS

Bilingual Spanish/English required (oral assessment required). Bachelor’s degree preferred; Associate’s degree or equivalent relevant experience in behavioral health, social services, peer support, or a related field will be considered. Demonstrated ability to engage effectively with diverse populations using culturally responsive and trauma-informed approaches. Strong interpersonal, communication, and customer service skills, including the ability to engage clients and families by phone and in person. Ability to exercise sound judgment and respond appropriately in challenging situations, including use of de-escalation techniques and knowing when to involve supervisory or clinical staff. Knowledge of mandated reporting laws, crisis response protocols, and appropriate escalation procedures. Strong organizational skills, attention to detail, and ability to maintain accurate documentation, scheduling, and data entry within electronic health record systems. Proficiency in Microsoft Office and general computer applications; experience with Medi-Cal or behavioral health documentation environments preferred. Ability to work independently while contributing to a collaborative, multidisciplinary team environment and maintaining positive relationships with internal and external partners. Ability to adapt to changing program needs and assignments within a dynamic service environment. Ability to obtain Medi-Cal Peer Support Specialist certification within established timeframes as a condition of employment, including meeting eligibility requirements related to lived experience as a consumer or family member within the behavioral health system is required. Employees assigned to provide peer support services must maintain certification in good standing. Successful completion and maintenance of required background clearances—including California Department of Justice (DOJ), Federal Bureau of Investigation (FBI), Child Abuse Index, and Department of Motor Vehicles (DMV)—are required. A valid California Driver’s License, reliable transportation, and proof of automobile insurance (employee listed as a covered driver) are required, and the candidate must meet and maintain the driving approval requirements of the agency’s insurance carrier.