Administrative Assistant / Care Manager Aide (MSSP)

Organization(s): Choice in Aging
Location(s): Pleasant Hill
Job Type(s): Full-Time

Under the supervision of the MSSP Supervising Care Manager or Site Director, the Administrative Assistant provides overall clerical and administrative support to the MSSP Care Management Team. Work is performed independently under general supervision. On occasion, the Administrative Assistant may be asked to assist in other departments within the agency in an administrative capacity. The MSSP Administrative Assistant works as a member of the Choice in Aging team to meet our mission to provide the services needed for frail elderly and disabled adults to remain independent and retain their dignity while engaging in an active life.

Essential Functions:

  • Provide clerical and administrative support to the Site Director/Supervising Care Manager (SCM), support staff and Social Work Care Managers (SWCM) with general office duties
  • Fax daily purchase authorizations to appropriate vendors for processing
  • Match approved purchase authorizations to vendor invoices during monthly billing period
  • Identify and work to resolve billing problems or questions with SCM before submitting to the Financial Services Department
  • Review invoices to ensure accuracy
  • Enter all invoice information into expense spreadsheets for monthly tracking
  • Work closely with vendors to ensure timely submission of invoices and business license/ insurance documentation
  • Maintain and update all client and vendor information in spreadsheets and MSSP database
  • Prepare contract renewal documents as needed and send PDF versions to vendors when signed
  • Create binders for new enrollees, once the SCM enters client information into MSSP database and notifies the Admin
  • Print monthly documents (SPUSs, Reassessments and related care plans) using MSSP database and other program spreadsheets
  • Request medical records (H&Ps) from client primary care physicians at least 6 weeks before upcoming annual reassessment, and follow up with PCP if H&P is not received within 2 weeks time
  • Prepare and mail out annual client satisfaction surveys. Compile and communicate results to the SCM
  • Generate monthly expense summary report for SCM
  • Generate and input monthly and quarterly reporting data
  • Maintain accurate filing of client documents, overflow charts, and terminated charts
  • Ensure accuracy of active client information during quarterly/annual chart review
  • Create and/or update MSSP forms as needed
  • Participate in special projects as assigned
  • Provide backup reception at the front desk as needed
  • Type AUDPI templates and assist with monitoring AUDPHI due dates.
  • Prepare initial psychosocial /health assessment packets
  • Research new resources (dental, vision, socialization, and donated assistive devices – wheelchairs, commodes, etc.)
  • Input vendors and service providers contact information into faxing database on printer, and update any changes
  • Scan all new pamphlets, brochures, resource and information sheets into the A-Resource file in the N-Drive
  • Purchase items requested by the SWCM and SCM

Determinants of Success:

  • Displays enthusiasm and passion for service and Choice in Aging’s mission
  • Demonstrates clerical skills necessary to complete work accurately and on a timely basis
  • Displays personal organizational skills necessary to complete work assignments within time limits allowed
  • Is flexible and willing to work in other departments as needed
  • Communicates effectively and professionally with a broad range of participants, families, staff and the community.
  • Maintains confidentiality of work related information and materials
  • Completes all required documentation and records in accordance with program regulations
  • Ability to meet tight deadlines and handle multiple projects
  • Exceptional organizational skills with ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Completes all required documentation and records in accordance with program regulations
  • Has a positive can do attitude and is able to complete assignments in a timely and efficient manner
  • Demonstrates the ability to collaborate effectively with diverse constituencies
  • Demonstrates a high proficiency in standard office software applications
  • Demonstrates the highest level of professionalism in all interactions
  • Ability to learn quickly, works under pressure, responds calmly to emergencies, and is flexible
  • Reflects a positive image to the staff, participants, and community
  • Operates as a problem solver, self starter, is inquisitive and takes initiative
  • Responds to requests in a time manner
  • Understands, follows and communicates rules, policies and procedures
  • Arrives for scheduled shifts in a regular and timely manner
  • Follows through on assignments, meets deadlines and communicates effectively
  • Displays willingness to go the extra mile

Minimum Qualifications:

  • High school graduate or equivalent
  • Two years administrative experience required
  • Must have advanced command of Microsoft Office and Excel
  • Possess organizational skills and be detail- oriented. Ability to prioritize and manage multiple tasks assigned
  • Ability to communicate clearly, both verbally and in writing. Good spelling and grammar skills
  • Ability to maintain confidentiality and work with sensitive information
  • Ability to be flexible and work independently, as well as in a team

Typical Physical Demands:

  • Requires prolonged sitting, some bending, stooping and stretching
  • Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment
  • Requires normal range of hearing, eye-sight and speech and excellent command of the English language to record, prepare, and communicate appropriate reports and to communicate with employees, outside agencies, and other necessary bodies face to face, by telephone, and by written communication

Typical Working Conditions:

  • This job entails working in a typical office setting, driving, working in different environments such as but not limited to Multipurpose Senior Service Program and Home Office sites
  • On rare occasions, the organization may require some weekend or evening training and adjust your schedule to avoid a cost burden on the agency
  • Occasional evening or weekend work is permitted if it does not exceed 40 hours in a week, 8 hours in a day or 6 days of work in a row
  • Overtime will only be worked if approved in advance by the Deputy Director of Operations

Vaccination Requirements:

  • Full COVID-19 vaccination and booster(s) required

Job Type:

  • Monday – Friday (closed on all major holidays)
  • Full-Time (Non-Exempt): 8 AM 4:30 PM


Staff working Full-Time (30+ hours per week) & Part-Time (20+ hours per week) are eligible for the following…

  • Medical, Dental & Vision Insurance
    • Dental & Vision are free if you waive Medical Insurance
  • Voluntary Illness and Accident Protection (Aflac)
  • EAP & 403b Retirement Plan
  • Floating Holiday
  • Birthday Holiday
  • Generous PTO Policy
    • Staff working 40 hours per week can earn 17 days of PTO per year
  • Paid Time Off on most National Holidays

Additional Benefits for Full-Time Employees:

  • Life Insurance and AD&D Insurance
  • Long Term Disability

Application: To apply, please visit or email us your cover letter and resume. You can also call or fax us.

  • Email:
  • Phone: (925) 682-6434 x291
  • Fax: (925) 849-1784

Subject Line: Attn: Human Resources Coordinator – *Title of Open Position*

Please note: The recruitment timeline for this position may vary and depend on many factors and we appreciate your patience during this process. Due to the high volume of applicants, we will only be contacting those candidates whose qualifications most closely match our requirements for the position.

Choice in Aging is an Equal Opportunity Employer.

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