Administrative Assistant - NCSH

Job Overview

North County Serenity House Outpatient provides treatment services for women seeking recovery from substance use disorders. We offer gender responsive, trauma informed, person-centered services and evidence based interventions. For clients with co-occurring mental illness, we provide integrated substance use and mental health services which treat both conditions as primary.  The Administrative Assistant is responsible for assessing client needs and strengths in support of health and recovery in order to place clients in to our treatment program. Providing high quality customer service, the Intake Coordinator welcomes clients to HealthRIGHT 360 and accurately enters information into various electronic systems to complete the admissions process.


  • Works in collaboration with the management team to oversee all program administrative activities for Serenity Outpatient program. Additionally serves as assistant to Program Director.
  • Provides training for staff on policies, procedures and facility responsibilities. Assists with team personnel issues as needed.
  • Performs crisis intervention and communicates with treatment team as unforeseen situations arise. Documents client updates and incidents in the facility log and Electronic Health Record. Serves as site Health and Safety coordinator, including overseeing administration and documentation of required drills.
  • Responsible for all fiscal aspects of site functioning, including assisting with end of month billing. Communicates and exchanges documentation with Human Resources, Payroll, Fiscal and other agency departments to maintain accurate records. Oversees time-card processing and coordinates with payroll. Maintains documentation of site trainings and in-services. Prepares monthly reports and other data to assure contractual compliance. Compiles and distributes minutes for program and agency meetings.


Key Responsibilities

Assessment Responsibilities: Welcomes clients to Health RIGHT 360's behavioral health services and provides high quality customer service. Assesses clients for treatment needs and identifies and coordinates any social, legal, medical or other services needed.  Ensures all required paperwork is completed accurately and within required timeframes.  Maintains a waiting list when program is at capacity.

Administrative Responsibilities: Include clerical support, data entry, typing, copying and assisting the Administrative team when time allows.

Liaison Responsibilities: Communicates and coordinates with outside referral agencies via phone, in person and through email to make placements based on the needs of clients and treatment program availability. Communicates with funding agencies to ensure clients are authorized for treatment. Communicates with DAPO (Department Adult Parole Division) in placing parolees in treatment.

Documentation  Responsibilities:  Maintains accurate  records by data entering documentation  into various electronic systems for all clients in accordance with guidelines established by HealthRIGHT 360 to satisfy internal and external evaluating requirements. Runs reports to identify system discrepancies and coordinates resolving of the discrepancies. Maintain daily facility count. Updates pay sources in Welligent. Monitors and tracks extensions and extended stays for clients in treatment. Completes all program billing to county and DMC, and other duties as assigned.



Education and Knowledge, Skills and Abilities



- Registration with Drug and Alcohol agency recognized by DHCS  

- High School diploma or equivalent

- First Aid Certified within 30 days of employment

- CPR Certified within 30 days of employment

- A valid California driver’s license

- Drug and Alcohol Registration recognized by DHCS



- Drug and Alcohol Certification recognized by DHCS

- Bachelor’s Degree in related field  


Background Clearance

- Ability to obtain and maintain background clearance with successful discharge from probation or parole, and absence of drug/alcohol related arrests or convictions, for at least 3 years



- Culturally competent and able to work with a diverse population

- Strong proficiency with Microsoft Office applications, specifically Word Outlook and internet applications

- Experience working successfully with issues of substance abuse, mental health, criminal background, and other potential barriers to economic self sufficiency


Skills and Abilities


- Ability to enter data into various electronic systems while maintaining the integrity and accuracy of the data

- Professionalism, punctuality, flexibility and reliability are imperative

- Excellent verbal, written, and interpersonal skills

- Integrity to handle sensitive information in a confidential manner

- Action oriented. Strong problem-solving skills

- Excellent organization skills and ability to multitask and juggle multiple priorities. Outstanding ability to follow-through with tasks

- Ability to work cooperatively and effectively as part of interdisciplinary team and independently assume responsibility

- Strong initiative and enthusiasm and willingness to pitch in whenever needed

- Able to communicate well at all levels of the organization including working with organization leadership and high-level representatives of partner organizations

- Able to work within a frequently changing project scope while maintaining overall direction and structured priorities



- Knowledge of co-occurring disorders and trauma informed treatment

Knowledge of Clinical documentation (treatment plans, progress notes etc.)

- Experience working with criminal justice population

- Bilingual

Compensation: TBD
Type: Hourly/ Non-exempt
Status: CA
Benefits: HealthRIGHT 360 offers a comprehensive benefits package with free medical and dental options!
City: Oceanside
Hours/wk: 40

Job Location