Intake and Assessment Administrative Assistant

Job Category
:
Admin

Requisition Number
: INTAK
004338

• Posted :
  October 8, 2026
• Full-Time
• Rate : $31.52 USD per hour

Showing 1 location

San Jose, CA 95126, USA

** Work Schedule Mon - Fri 8.30am - 5pm.**

Pay rates for Union positions are set in the Collective Bargaining Agreement with SEIU Local 521. Each position has a total of six steps, Step 1 (entry level) through Step 6 (15 years of employment with the organization). Union staff are promoted from Step 1 to Step 2 upon their one-year anniversary. The current Step 1 rate for this position is $31.52/hr, and the current Step 6 rate for this position is $34.80/hr.

We offer a competitive package of employee benefits for 30 to 40-hour week positions. You will receive a defined contribution amount of up to $15,433.08 per year (prorated for part-time employees working less than 40 hours per week) to purchase the benefits of your choice on a cafeteria plan basis. Any amount of this defined contribution not used towards your benefits will be paid to you as taxable earnings.

We offer a retirement plan with a generous employer match starting at 4% after one year of employment. Our paid time off is also more generous than many employers with vacation time accruing up to 25 days per year, 6 days of sick time per year and 12 paid holidays.

The benefits offered in our cafeteria plan are as follows:

• Medical benefits –Kaiser--ranging from $0 Deductible Plan with $15 Copay to $,3400 Deductible Plan with Health Savings Account. Sutter Health plans are also available from $0 Deductible Plan to $2,500 Deductible Plan.
• Dental benefits –Guardian: 1 dental HMO and 2 PPOs
• Vision benefits – 2 options from Guardian VSP: a standard vision plan and an enhanced vision plan

• Manage all new client intake activities from receipt of beneficiary referral through enrollment in services, including direct beneficiary outreach/contact, assistance in scheduling, follow-up, data collection and entry. Duties may include any or all of the following:
• Manage incoming referrals from external funders. Follow pre-established tracking system to record all beneficiary pre-enrollment activity including phone calls, voice mails, attempted contacts, missed initial appointments, follow-up calls. Provide customer support to beneficiaries, funders, providers and agency staff.
• Interact directly with beneficiaries that have been referred to Momentum for behavioral health services.
• Confirm beneficiary eligibility for Medi-Cal and other insurance benefits.
• Facilitate and deliver communications through email, voice mail, inter-office and external mail and courier, phone call answering and appropriate routing, copying and faxing; maintain office machines.
• Collect and enter beneficiary information accurately into Electronic Medical Record and other agency databases.
• Maintain databases and spreadsheets by entering significant amounts of data in a timely manner; prepare and run internal and external reports.
• Create, update, and maintain electronic and paper medical records and files according to company protocols and in an orderly and timely manner; route when and where needed; other filing and record keeping systems, schedules, rosters, and databases.
• Track the stages of completion for submitted documents and charts, i.e., initial submittal, revisions, final, approved version, reviewing, comparing, and following up on documents.
• Maintain inventory and reorder office and related supplies as needed. Coordinate and support activities of other administrative and clinical staff in work unit, including volunteers; train newly hired staff in program systems.

• Attend community, agency, and team…