Administrative Support Specialist

JOB DESCRIPTION

The Administrative Support Specialist provides administrative and program support to the Housing Navigation team to ensure clients successfully access and maintain services through Central California Alliance for Health (CCAH) and related housing support programs, including successfully transitioning to Housing Intervention (HI) under Monterey County Behavioral Health (MCBHB). In this role, the individual is responsible for assisting with eligibility documentation, tracking required forms and verifications, maintaining accurate records, and supporting systems that ensure clients receive timely and coordinated services. In addition, this role may also include some direct service responsibilities, such as meeting with individuals, developing housing plans, and providing hands-on support as needed to help individuals maintain or secure stable housing. The role works closely with Housing Navigators, program leadership, and community partners to support compliance, organization, and continuity of care for clients participating in housing and supportive service programs, including Housing Transition Navigation Services, Housing Deposits, and Housing Tenancy and Sustaining Services, as well as successful transition to HI under MCBHB.

WHO WE ARE

Looking to make a difference? Our mission at Interim is to provide services and affordable housing to supporting members of our community with mental illness by building productive and satisfying lives in a world in which people with mental illness are able to live, work, learn and participate fully in the community. Join our team and instill hope in the community.

WHAT WE OFFER

• Competitive Compensation
• Tuition reimbursement for eligible positions
• Clinical licenses and training reimbursement for eligible positions
• Loan repayment for eligible positions
• Generous health, vision, dental, Employee Assistance Program (EAP), and life insurance coverage for full-time employees
• Monthly payment in lieu of insurance coverage for eligible positions
• 403b Retirement Plan with Interim matching contribution
• Competitive vacation and sick leave accruals. You can earn up to 24 days of vacation in your first year.
• Professional development and learning opportunities.
• BBS registered supervisors onsite for ongoing Clinical Supervision
• Annual employee recognition and staff appreciation events
• Employee referral bonus program
• Offers flexible work schedules
• A fulfilling career while providing a family centered focus and work-life balance

HOW TO APPLY

To learn more about Interim and to apply for this position, please go to our website at http://www.interiminc.org/employment/.

COMPENSATION

$27.74 - $39.78 per hour. Nonexempt; 40 hours/week; Eligible for overtime. Compensation based on education and experience.

REPORTS TO

Division Director of Programs.

QUALIFICATIONS

Knowledge of administrative and clerical procedures, recordkeeping, and documentation practices. Ability to organize and track multiple tasks, deadlines, and client records with strong attention to detail. Ability to accurately review forms, eligibility documentation, and verification materials. Strong communication and interpersonal skills. Ability to work collaboratively with multidisciplinary teams and community partners. Proficiency with electronic records systems, spreadsheets, and Microsoft Office applications. Ability to maintain confidentiality and handle sensitive information appropriately. Ability to develop and improve organizational systems and workflows. Strong ability to write clear, concise, and accurate progress notes that reflect services provided to individuals in real time or shortly after contact.

Required: High school diploma or equivalent required; Associate's degree preferred. Experience providing administrative support in healthcare, behavioral health, housing services, social services, or related settings preferred. Experience with data tracking, documentation management, or eligibility verification processes preferred. Bilingual skills may be preferred depending on program needs.

Driver's license for at least two years and driving record acceptable to insurance carrier.

Valid driver's license; auto in safe operating condition; auto liability insurance; good driving record; criminal record clearance; proof of authorization to work in the United States as required by Immigration and Reform Act of 1986. Ability to work independently with minimal supervision.

Preferred: Experience working with individuals with serious mental illness, substance use disorders, housing programs, care coordination services, or community-based social services. Familiarity with CCAH, housing navigation services, or supportive service documentation requirements. Experience supporting compliance, reporting, or quality assurance processes.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Client Documentation & Eligibility Support

• Assist Housing Navigators and clients with completing required CCAH intake, enrollment, eligibility and service documentation.
• Collect, organize, verify, and maintain required eligibility documentation and supporting verifications for housing and supportive service programs, including transitional housing rent assistance and rental deposit programs.
• Ensure all required forms are completed accurately, signed, submitted and maintained within required timelines.
• Support clients with applying for eligible housing benefits and assistance programs while tracking application status, approvals, denials, renewals, and duration of benefits.
• Follow up with staff, clients, landlords, and external partners regarding missing, incomplete, or updated documentation.
• Monitor documentation and eligibility requirements to support client qualification for Housing Transition Navigation Services, Housing Deposits, and Housing Tenancy and Sustaining Services, and related supportive services.
• Monitor documentation and eligibility requirements to transition from CCAH to MCBHB with regards to housing support services.
• Responsible for providing direct care services and keeping clear and timely records of services provided to individuals, including writing progress notes that accurately reflect what support was offered, how the individual engaged, and any follow-up steps. Notes should clearly describe housing navigation activities, direct support, coordination with other providers, and any outcomes or next steps, while staying aligned with program and compliance requirements.

Tracking, Data Management and Billing

• Maintain accurate and organized client files, databases, billing records and tracking systems related to eligibility, enrollment, service participation, and housing assistance programs.
• Complete data entry, reporting, billing, and documentation tracking activities within agency databases and reporting systems.
• Monitor completion of required forms, assessments, verifications, billing documentation, and compliance requirements to ensure accuracy and program accountability.
• Assist with audits, file reviews, quality assurance activities, and reporting requests to support documentation accuracy, completeness, and regulatory compliance.

Program Coordination & Systems Support

• Develop and maintain administrative and tracking systems that support ensuring all clients are connected to and receiving eligible services.
• Support coordination between Housing Navigators, program staff, and external service providers.
• Identify gaps in documentation, workflow, or service coordination and communicate concerns to leadership.
• Assist in creating processes that improve efficiency, consistency, and accountability within housing support services.
• Help maintain program calendars, schedules, referrals, and communication tracking as needed.

Administrative Support

• Provide general administrative support to the Housing Navigation team, including scheduling, filing, correspondence, and record maintenance.
• Provide general administrative support to other admins in housing programs as well as to the housing department, as needed.
• Prepare reports, spreadsheets, and other program materials as requested.
• Support communication with clients and community partners in a professional and timely manner.
• Maintain confidentiality and comply with agency policies and HIPAA/privacy requirements.
• Other duties as assigned.

PHYSICAL REQUIREMENTS

Ability to: See well enough to read data on a computer screen and text in written documents; perform extensive computer keyboard operations. operate a motor vehicle; climb stairs; possess good communication skills; meet the requirements of the classification and have mobility, vision, hearing and dexterity levels appropriate to the duties to be performed. Capable of the following extended activities: walking, standing, sitting, climbing stairs. Capable of the following intermittent activities: stooping, kneeling, lifting 25 pounds or more and bending in the performance of infrequently performed office duties.

This job description is intended to have an accurate reflection of the qualifications and job duties; current management reserves the right to revise the job at any given time when circumstances change. This job description replaces all previous description for this position.

Interim, Inc. is an equal opportunity employer.

Interim Inc. is guided by the precept that in no aspect of its programs, services or employment practices shall discrimination be permitted because of race, color, national origin, gender, age, creed, religion, physical or mental disability, marital status, medical condition, pregnancy, childbirth, or related medical condition, citizen status, veteran status, military status, sexual orientation, gender identity, or other characteristic protected by state or federal law. To comply with the Americans with Disabilities Act and other applicable laws ensuring equal employment opportunities to qualified individuals with a disability, reasonable accommodations are made for the known physical or mental limitations of an otherwise qualified individual with a disability, unless hardship, direct threat to health or safety, or other job-related consideration exists. Individuals who feel that they have been unlawfully discriminated against because of membership in one of the protected classes should contact the following: Director of Human Resources, Interim, Inc., PO Box 3222, Monterey, CA 93942. (831) 649-4522.