Position Title :

Social Services Administrative Assistant Reports To :

Director of Social Services Position Purposes :

The Social Services Administrative Assistant provides comprehensive administrative, operational, and client-access support to the Five Horizons Health Services (FHHS) Social Services Department. This position serves as a key point of connection between clients, Social Workers/Case Managers, Behavioral Health, Prevention & Outreach, Clinical staff, and Social Services leadership.

Essential Functions:

Client Access & Communication:

Answer incoming Social Services calls and appropriately route clients and callers to the correct Social Services, Behavioral Health, Clinical, or other FHHS staff member. Assist Social Services Department (to include Behavioral Health) with appointment scheduling, check-in/check-out processes, appointment reminders, and completion of demographic or intake paperwork as appropriate.

Client Triage & Service Navigation:

Conduct initial administrative screening of client requests to identify the nature and urgency of the request and connect the client with the appropriate Social Worker/ Case Manager, Behavioral Health provider, clinical staff member, or other authorized personnel.

Case Management Administrative Support:

Provide administrative support to Social Workers and Case Managers and other workflow support designed to improve timely completion of client services and documentation.

Leadership & Departmental Support:

Provide administrative support to the Director including assistance with departmental reports, tracking systems, scheduling, data organization, workflow monitoring, and other operational responsibilities.

Client Assignment Support:

Assist with assigning or routing new clients to Social Workers/Case Managers based on established FHHS assignment protocols, geographic location, program requirements, staff availability, and active caseload distribution.

Caseload Monitoring & Data Integrity:

Maintain departmental caseload spreadsheets and other approved tracking systems with Director of Social Services overwatch.

Medical Intake/Social Services Coordination:

Routinely cross-check scheduled Medical Intake appointments to verify that new clients have also been appropriately scheduled or referred for required Social Services intake and eligibility processes. Communicate identified scheduling gaps to appropriate staff to reduce delays in assessment, eligibility determination, and linkage to services.

Workflow & Quality Improvement:

Collaborate with the Director of Social Services, Social Workers/Case Managers, and other departmental staff to identify workflow barriers, improve administrative processes, reduce duplication, strengthen documentation practices, and promote consistent service delivery across FHHS locations.

Behavioral Health Administrative Support:

Maintain the Behavioral Health cashbox in accordance with FHHS financial-control procedures and accurately apply or route client copay information to the appropriate client account. Maintain appropriate documentation and reconciliation of funds according to agency procedures.

Interdepartmental Coordination:

Serve as an administrative liaison between Prevention & Outreach and Behavioral Health, facilitating appropriate communication, referrals, scheduling, and coordination while maintaining client confidentiality and observing applicable minimum-necessary standards for sharing PHI.

Privacy, Confidentiality & Regulatory Compliance:

Maintain compliance with HIPAA, applicable state and federal regulations, Ryan White

HIV/AIDS

Program requirements, FHHS policies and procedures, and confidentiality standards. Access, use, and disclose client information only as necessary to perform assigned job responsibilities and in accordance with the minimum-necessary standard.

Additional Responsibilities:

Perform other departmental or agency-related duties as assigned that are consistent with the scope, training, and responsibilities of the position. Minimum Qualifications High school diploma or GED required; associate degree or additional administrative training preferred. Previous experience in an administrative, clerical, healthcare, social services, or human-services environment preferred. Proficiency with Microsoft Office applications, particularly Excel, Outlook, Word, and Teams. Ability to learn and effectively utilize Electronic Medical Record systems and program-specific databases. Strong organizational, data-management, and recordkeeping skills. Excellent interpersonal and professional communication skills. Demonstrated ability to handle confidential and sensitive information appropriately. Desired Knowledge & Skills Experience working with Electronic Medical Record systems. Familiarity with HIV services, Ryan White

HIV/AIDS

Program services, healthcare access, or community-based social services preferred. Ability to manage multiple priorities in a fast-paced, multi-location environment. Strong attention to detail and ability to identify inconsistencies in documentation and tracking systems. Ability to maintain accurate spreadsheets and monitoring tools. Ability to work independently while appropriately escalating issues requiring clinical, case-management, eligibility, or supervisory decision-making. Ability to interact respectfully and effectively with individuals from diverse backgrounds, identities, and life experiences. Strong commitment to confidentiality, client dignity, customer service, and equitable access to care.

Physical Requirements:

This position requires an individual who is self-motivated and able to independently complete assigned responsibilities. Moreover, this individual must also be able to accept proper supervision and work cooperatively with clients, peers, and other professionals Frequent sitting, some standing / walking, and occasionally lifting supplies / equipment up to 25 lbs. Occasional reaching, bending, stooping, kneeling and crouching. This position requires an individual who is mentally alert and able to effectively communicate verbally and in writing.

Job Type:

Full-time Pay:

$40,000.00 - $45,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Life insurance Paid time off Parental leave Professional development assistance Vision insurance

Work Location:

In person