Catholic Charities is one of the largest, most comprehensive human services agencies in Northern California, reaching more than 32,000 individuals a year in San Francisco, San Mateo, and Marin counties. We tackle some of the most pressing challenges in our community – homelessness, generational poverty, inequality, aging in isolation, HIV-AIDS,  and immigration to name a few – with determination, expertise, and collaborative problem-solving with those we serve. As an integral part of our communities, we work to keep our neighborhoods diverse, productive, safe, and healthy through our more than 30 programs, comprehensive services, and social justice advocacy.. We bolster our neighbors – single mothers, adults and families experiencing homelessness, adults with disabilities, seniors, children and youth, people living with HIV/AIDS, and immigrants – when they need help, solutions, and hope. We are compassionate caregivers, ardent advocates, and champions of those in need. If you are eager to have a substantive impact on the lives of others and the health of our community, apply here. Join us as we change lives.

 
PROGRAM & POSITION SUMMARY

St. Vincent's School for Boys serves boys in the child welfare system whose behaviors and family situations have kept them from achieving successful outcomes and permanency. The mission of St. Vincent's is to interrupt the multiple placements and serially disrupted attachments that characterize the lives of these children and youth. St. Vincent's provides residential treatment and mental health services to over 40 boys, ages 6-18, who are referred from county agencies throughout Northern California. The boys live in a rural setting in four residential houses which are staffed 24 hours a day, on the St. Vincent’s campus. A combination of therapeutic, educational, equestrian, and recreational programs address the multiple and diverse needs of each child. 

Under the supervision of the Clinical Director and in liaison with the Nurse and Clinical Team Coordinator, the primary responsibility of the Clinical Services Administrative Assistant is to schedule and coordinate the medical appointments of the clients of the St. Vincent School for Boys.  The Clinical Services Coordinator provides clerical support to the Clinical Department and the main office as directed.  The Clinical Services Administrative Assistant is part-time and works 20-25 hours per week.

Part-time / Pay: 19/hr

ESSENTIAL DUTIES & RESPONSIBILITIES

Medical Appointments/Documentation:
 
  • At the direction of the nurse or Clinical Team Coordinator, schedules all medical appointments and prepares consultation reports.
  • Documents results of consultation on the designated form and passes it along to the nurse to review.
  • Performs liaison function with referral sources concerning all medical and psychiatric activities.
  • Follow-up as directed by nurse with practitioners to schedule appointments.
  • Documents appointments and follow-up on spreadsheet.
  • Check MediCal eligibility for all billable clients monthly for all program.
  • Performs insurance billing for all non-Mental Health related medical services.
  • Liaison with transportation staff and residential units.
  • Liaison with referral sources regarding medical/legal documentation.
  • Liaison with outside Health Care providers such as pediatricians and dentists.
  • Additional Administrative Support: Provide phone support to the main office and back-up support to other administrative assistants as directed, as well as overall support for agency functions.

Nursing Support Activities As Needed:
 
  • Weekly medication counts for each house
  • Weekly maintenance of stock house medication/med cabinets/all house supplies
  • Monthly expired/discontinued medication destruction
  • Management of JV220’s (court documentation for medications)

Additional Responsibilities:
 
  • Monthly audits of medication documents for each residential client 
  • Administration of client’s healthcare coverage upon admission 
  • Research and utilization of new outside providers to accommodate residential client’s needs 
  • Retrieval and assistance with obtaining personal documentation for residential clients ( i.e. birth certificates, CADL, SS cards, etc. )
  • Preparation/maintenance of nursing and clinical department documentation 
  • Coordinates with several community contacts such as County Public Health Nurses, State/County Ombudsman, Social Workers, Eligibility Workers, CASA workers, Lawyers, Clients Families, etc. 
  • Performs monthly insurance audits 
  • Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

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.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education & Experience:
  • High School Diploma or equivalent
  • At least two years office or administrative experience    

Knowledge, Skills & Abilities:
  • Knowledge and experience with the client population is helpful.
  • Familiarity with medical and psychiatric terminology is very helpful.
  • Competence in Word, Excel and  internet functioning.
  • Valid California Driver’s License.
  • Strong problem solving skills and an attention to accuracy.
  • Ability to work as part of a team.
  • Commitment to confidentiality and respectful service.
  • Excellent communication skills, both oral and written, to interact with individuals at all levels within the organization, as well as representatives of contracting agencies.
  • Capacity to work under pressure and meet deadlines.
  • Strong PC skills including MS Outlook, Word and Excel.
  • Candidate must be able to type at least 50wpm.
  • Must be able to operate FAX machines and photocopiers.
  • Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in cross-cultural situations.
DISCLAIMER:  The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

CATHOLIC CHARITIES IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER and is committed to providing equal employment without regard to race, color, creed, religion, national origin, ancestry, age, sex, sexual orientation, gender identity, legal domicile status, veteran status, disability or AIDS/HIV status or any other characteristic protected under federal or state law.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Department or Program: St. Vincents School for Boys
This is a part time position
Union status: Non-union
Fingerprinting clearance: Required
TB Screening: Required
First Aid Certificate: Standard First Aid required
COVID-19 Proof of Vaccination: Required

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