Are you in search of a role that provides opportunity for growth and encourages career advancement Do you want to save lives and have a positive influence on the communityLook no further than CLAREMATRIX!

Whether you work within the clinical arena or the administrative world. We all work toward our shared mission and uphold the CLAREMATRIX values of:

COMPASSIONTEAMWORKINTEGRITYEMPOWERMENTADAPTABILITY -EQUALITY.
If your values align with ours JOIN US!

Why CLAREMATRIX

CLAREMATRIX is seeking bright and compassionate leaders to help save lives through recovery! We are a nonprofit organization providing effective and compassionate treatment recovery and prevention services for alcoholism and substance abuse to individuals families and the community. We offer an engaging mission-driven work environment with excellent benefits and compensation. Work with dedicated colleagues in a dynamic setting utilizing innovative approaches to addiction recovery and mental health treatment.

We recognize our staff as the heart of our organization and seek to provide a generous and competitive benefit package to support our employees well-being. We offer the following:

• Employer Paid Medical Dental Vision Life/AD&D and LTD insurance
• Vacation and sick leave
• 11 Paid Holidays (including a birthday holiday)
• 403(b) Retirement Plan (may be eligible for employer matching up to 6% the first of the quarter after 90 days)
• Flexible Spending Account (FSA)
• Mentorship and formal training to help you grow
• Performance-based culture and endless opportunities for growth

Job Title: AdministrativeAssistant

Reports to: ProgramDirector

About CLAREMATRIX: CLAREMATRIX is a nonprofit organization providing effective and compassionate treatment recovery and prevention services for alcoholism and substance abuse to individuals families and the community.

Since 1970 CLAREMATRIX has provided quality substance abuse and mental health treatment to men women and children in southern California.

Through programs run by a compassionate committed results-oriented team of counselors therapists and administrators CLAREMATRIX continues to build its reputation as a leader in Evidence-BasedTreatmentpracticesandcontinuestobreaknewgroundintheareasofpositive outcomes outreach research and community involvement.

Headquartered in Santa Monica CA CLAREMATRIX maintains 7 facilities in the Southern California region; providing services to participants in a manner consistent with its Core Values: Compassion Teamwork Integrity Empowerment Adaptability and Equality.

Summary:

Under the direction of the Program Director/ Manager- the Administrative Assistant is responsible for ensuring smooth administrative operation of the program by ensuring a well- organized front and back office. The incumbent carries out updates on medical records responding to phone calls organizing office supplies and scheduling appointments. This position ensures the handling of day-to-day office functions and gives reports to the Program Director/Manager.

The functions of an Administrative Assistant may also involve contact with participants as they are responsible for validating participant insurance collecting payments and forwarding insurance claims. The incumbent would also be responsible for evaluating patients documentation to ensure proper recording of new admissions or to resolve issues relating to adjustments in charges for clients who have been discharged.

Please note: Regular shift is Monday-Friday 8:00-5:00 pm Ontario CA

Essential Duties and Responsibilities:

To perform this job successfully an individual must be able to perform each essential function with or without accommodation. The requirements listed below are representative of the duties responsibilities knowledge skill and/or ability required.

Administrative

1. Audit clinical and intake charts and report any changes in patient condition.
2. Responsible for billing and grant related activities.
3. Responsible for answering phones and scheduling.
4. Responsible for UAs and ordering office/medical supplies.
5. Responsible for uploading court reports.
6. Provide accurate and timely reports of participant participation milestones as required by Drug Court.
7. Complete incident reports as required.
8. Records: Responsible for the proper and timely maintenance of program and participant records and files in compliance with laws regulations and standards. May assist in maintenance thereto.
9. EMR Records: Maintain accurate and timely documentation of participant care in electronic health records EMR.

Safety and Compliance

1. HIPAA: Ensure strict compliance with HIPAA standards by complying with and ensuring staff compliance with securing participant information including maintaining strict participant confidence by completing and safeguarding participant medical records and ensuring participant information is kept confidential.
2. Professional Behavior: Strictly maintain professional boundaries following established limits and guidelines for appropriate behavior with participants ensuring a safe and ethical environment by clearly separating the professional role from personal interactions and protecting the participants privacy and dignity. Boundaries typically include but are not limited to personal disclosure limits physical touch restrictions and clear communication about the professional nature of the relationship.
3. Health and Safety: Ensure strict compliance with health and safety regulations to CLAREMATRIX standards OSHA CAL-OSHA and all regulatory requirements.

Billing and Contracts

1. Cross-Functional Collaboration: Participate with cross-functional and multidisciplinary teams including but not limited to billing and finance teams to resolve discrepancies or errors in documentation to ensure timely submission of billing documentation.
2. Payment Tracking: Track payments including receiving organizing and recording payments from clients. Resolve billing discrepancies by communicating with clients regarding outstanding invoices.
3. Contracts: Must gain and maintain knowledge of contracts to ensure compliance and utilization. Ensure proper recording of services for billing to align with government contracts including but not limited to Drug Medi-Cal SAMHSA DUI and homeless services contracts. Works with contract stakeholders to maintain compliance.
4. Contract Reports: Prepare all reports for appropriate agencies or contracts and coordinate with CM Contract Administrator or assigned party.

Teamwork and Communication

1. Collaboration: Participate in staff meetings one-on-one meetings with supervisors and other meetings as required. Collaborate with cross-functional and multidisciplinary teams as needed.
2. Professional Behavior: Contributeto ahealthyworkenvironment by cultivating and maintaining appropriate boundaries and a professional demeanor at all timesensuring a safe and ethical environment by clearly separating the professional role from personal interactions and protecting participant privacy and dignity.
3. Communication: Respond to staff and participants in a professional and courteous manner.
4. Maximize learning opportunities by remaining receptive to constructive feedback and utilizing support available from your supervisor and others.
5. Maintain a commitment to CLAREMATRIXs mission vision & philosophy.

Secondary Areas of Responsibility

Other duties as assigned.

Qualifications and Requirements

1. Must have a high school diploma or equivalent GED. One-year administrative assistant experience is preferred.
2. A minimum of one years sobriety is required if in recovery.

Knowledge Skills Competencies and Experience

1. Experience working in an SUD addiction treatment program preferred but not required.
2. Working knowledge and understanding of the clinical environment preferred but not required.
3. A commitment to and a passion for the mission vision and values of CLAREMATRIX.
4. Appropriate sensitivity genuine compassion and empathy for working well with diverse populations.
5. Self-starter with the ability to independently drive projects forward prioritize tasks and meet deadlines.
6. The ability to think outside the box look for opportunities see the big picture problem solve and be flexible and adaptable.
7. Sound judgement and discernment.
8. Advanced verbal and written communication and interpersonal skills including social and presentation skills.
9. Effective collaboration and teamwork
10. Effective computer skills including the effective use of Microsoft Office Suite.
11. Organized and detail oriented with effective time management.
12. Self-motivated and able to effectively and accurately follow directions and effectively carry out job duties and responsibilities.
13. Thrive in a fast-paced environment.

Physical Demands:

While performing the responsibilities of the job the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers to handle or feel. The employee is occasionally required to stand walk reach with arms and hands climb or balance and to stoop kneel crouch or crawl. Vision abilities required by this job include close vision.

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions.

MedicalHistory:

All employees whose functions require or necessitate contact with client or food preparation shall complete a health screening report or a health questionnaire. Health screening report or health questionnaire will be provided upon hire. For all residential employees a health screeningreportbecompletedandsignedoffbyamedicalpractitionersignatureforclearance. All outpatient employees will complete at minimum a self-report screening questionnaire.

TBtestaretobeconductedunderlicensedmedicalsupervisionnotmorethan60calendardays prior to or 7 calendar days after employment and renewed annually from the date of the last tuberculosis with a known record of tuberculosis or record of positive testing shall not be required to obtain a tuberculosis skin test. Unless there is documentation that the staff completed at least 6 months of preventive therapy the staff shall be required to obtain within 45 calendar days of employment a chest x-ray result and a physicians statement that the incumbent does not have communicable tuberculosis and has been under regular care and monitoring for tuberculosis. A chest x-ray within the prior 6 months is acceptable. The

physiciansstatementshallberenewed annually.

WorkEnvironment:

This job will be primarily located at the CLAREMATRIX offices in Los Angeles CA. While performing the responsibilities of the job these work environment characteristics are representative of the environment the job holder will accommodations may be made to enable people with disabilities to perform the essential functions of the job.

Conclusion:

This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job. But this job description is not intended to be an exhaustive list of qualifications skills efforts duties responsibilities or working conditions associated with the position.