Client Services Administrative Assistant
Santa Rosa, California•Full-time
$25 - $28 hourly
$25 - $28 hourly
About the Job
Administrative Assistant (Client Services Assistant)
Reports To: Program Supervisor or Designated Manager.
Employment Type: Full-Time, Non-Exempt.
Schedule: Includes morning, evening, weekend, and holiday shifts as assigned.
Employment Type: Full-Time, Non-Exempt.
Schedule: Includes morning, evening, weekend, and holiday shifts as assigned.
Our Mission:
Center Point DAAC’s mission is to provide comprehensive social, educational, vocational, medical, psychological, housing and rehabilitation services to combat social problems such as substance abuse, poverty, unemployment and homelessness. Center Point DAAC offers rehabilitation and treatment services that interrupt the abusive cycles of psychological, social and economic dislocation by providing critical training and support so that individuals and families can claim self-worth and dignity.
Center Point DAAC’s mission is to provide comprehensive social, educational, vocational, medical, psychological, housing and rehabilitation services to combat social problems such as substance abuse, poverty, unemployment and homelessness. Center Point DAAC offers rehabilitation and treatment services that interrupt the abusive cycles of psychological, social and economic dislocation by providing critical training and support so that individuals and families can claim self-worth and dignity.
Position Summary:
Under the direction of the Program Manager, the Client Services Assistant (CSA) provides primary administrative and clerical support across assigned program sites. The CSA plays a key role in verifying client eligibility, managing data and documentation, assisting with facility and inventory maintenance, and ensuring compliance with Center Point DAAC policies, as well as federal, state, and local regulations.
Under the direction of the Program Manager, the Client Services Assistant (CSA) provides primary administrative and clerical support across assigned program sites. The CSA plays a key role in verifying client eligibility, managing data and documentation, assisting with facility and inventory maintenance, and ensuring compliance with Center Point DAAC policies, as well as federal, state, and local regulations.
Key Responsibilities:
- Enter client information accurately and timely into Electronic Health Record (EHR) systems such as SmartCare and Kipu.
- Collect, organize, and maintain confidential client records in compliance with privacy standards.
- Coordinate client entitlement application processing to facilitate enrollment in benefit programs.
- Compile and prepare backup documentation for monthly billing and Management Information Systems (MIS) reports.
- Maintain treatment waiting lists and schedule screening, assessment, and intake appointments.
- Respond professionally to inquiries regarding treatment availability and services offered.
- Provide administrative assistance, including drafting letters, reports, meeting minutes, and data reports.
- Operate standard office equipment, including fax machines, scanners, copiers, and computers.
- Manage petty cash, ensure documentation accuracy, and maintain financial records.
- Oversee inventory of office supplies and facility property; submit stock orders for approval.
- Conduct facility inspections and submit maintenance requests as necessary.
- Maintain organized physical and digital filing systems.
- Perform daily interoffice mail delivery.
- Update and manage master calendars for counselor and client appointments.
- Support data collection and submission of programmatic and regulatory reports (e.g., DATAR, CALOMS).
- Provide coverage for other Client Services Assistants as needed.
- Interact with clients and staff respectfully and with cultural sensitivity.
- Perform other duties as assigned by management.
Minimum Qualifications:
Education & Experience:
- High School Diploma or GED required; Bachelor’s degree preferred.
- Minimum of 2 years of administrative or clerical experience or equivalent combination of education and experience.
Technical Skills:
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) or equivalent software.
- Familiar with integrated database systems; ability to learn new software with basic training.
- Competent in operating office computers and equipment.
Certifications & Requirements:
- Valid California Driver’s License and satisfactory driving record.
- Registration with a counselor certifying board approved by the California Department of Health Care Services within 90 days of hire; certification completion within five years required.
- Successful background check clearance.
Skills and Competencies:
- Excellent verbal and written communication skills in English.
- Strong organizational and time management skills; ability to meet deadlines independently.
- Professionalism, accountability, and responsiveness to supervisory guidance.
- Adaptability, self-motivation, and resilience in a fast-paced environment.
- Effective problem-solving and sound judgment.
- Ability to manage sensitive issues with discretion.
- Culturally aware, respectful, and collaborative interpersonal skills.
- Commitment to fiscal responsibility and business protocols.
- Embraces diversity and inclusion in the workplace.
Performance Expectations:
- Meets or exceeds job productivity standards.
- Demonstrates initiative and takes on responsibilities beyond basic duties.
- Works independently and meets deadlines.
- Communicates effectively and proactively with staff and supervisors.
- Participates in ongoing professional development.
- Models Center Point DAAC’s values and policies.
- Collaborates productively with team members and across departments.
Physical Requirements:
- Ability to sit, stand, walk, bend, squat, climb, kneel, and twist intermittently or continuously.
- Ability to lift and carry objects up to 25 pounds.
- Good physical and mental health to meet job demands.
Benefits:
- Medical, vision, dental, retirement, FAV, Life Insurance, and PTO + sick time are available to full-time employees.
Center Point DAAC is an Equal Opportunity Employer committed to diversity and inclusion.
Center Point DAAC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.