Mental Health Systems, Inc.

  • Administrative Assistant

    Job Locations US-CA-Santee
    Req No.
    Regular Full-Time
  • Program/Department Description

    Mental Health Systems, Inc. (MHS) was founded in 1978 to provide mental health and drug and alcohol rehabilitation services in an innovative and cost-effective manner. We continue to ensure that the delivery of these services conforms to the MHS core values.  Our goal is to improve lives and instill hope by using new and creative treatment strategies while respecting time-proven methods of intervention.


    MHS is a Drug-Free workplace therefore all staff must comply with Drug-Free Workplace requirements regarding alcohol and drug use. MHS performs post-offer substance abuse testing on all employees. MHS provides a full range of benefits to regular employees. These benefits include paid vacation, sick time, and holidays, partially paid employee health insurance, flexible spending account, paid employee long-term disability insurance, an MHS funded profit sharing plan, and an individual employee-funded 403(b) plan. Eligibility for benefits is contingent upon employment status; see MHS Employee Handbook for full details. Eligible part-time employees will receive benefits on a prorated basis. Eligibility for employment with MHS requires satisfactory criminal background clearance including conviction records.

    Position Description

    • Organize, coordinate and monitor all non-clinical operations of the program under the direction of the Office Manager.
    • Provide receptionist activities including triaging calls, coordinating communication between the team and clients, deescalates situations with clients.
    • Perform word processing, spreadsheet operations and data base operations using Microsoft Office Professional software.
    • Participates in regularly scheduled staff meetings, successfully functions as a team member, and take minutes at all organizational meetings and all staff meetings.
    • Order and maintain office supplies after approval from Program Manager.
    • Operate as Common Ground Receptionist, tracking clients’ use of Common Ground computers, and coordinating and monitoring the time that clients are able to use the computers/software.
    • Assist clients in completing necessary paperwork to complete admission documentation and establish Medi-Cal record if required.
    • Maintain ACT client charts, including setting up new admission charts, file materials in client charts and assure current, accurate information is available, monitor ACT clinical charts in coordination with the Program Manager and Program Supervisor, assuring all charts are orderly and meet contractual requirements.
    • Inform and consult with ACT staff for the proper maintenance of ACT clinical charts and conduct regular, monthly audits on charts under the direction of Program Leadership.
    • Perform billing for clients receiving services; including Medi-Cal, Medicare and third party payers; Attends billing trainings hosted by the County of San Diego.
    • Oversee billing and cost reconciliations processes and prepares monthly report for Program Manager review.
    • Resolve/clarify codes and diagnosis with conflicting, missing, or unclear information by consulting with doctors or other staff.
    • Maintains petty cash box and accurately accounts for all assigned finances; Logs receipt of incoming checks and/or cash, and make deposits according to policy and procedure; Order and maintain gift cards, including keeping accurate logs of all transactions.

    Education/Experience Requirements

    • High school diploma or GED equivalent.
    • Two years of full-time administrative/secretarial experience; One year of supervisory experience preferred.
    • Experience working with County of San Diego Behavioral Health Contracts also preferred.


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