Application Deadline: 21 March 2025

Department: Admin

Location: Oakland, CA

Compensation: $29.00 / hour

Description

Position SummaryMAA (Medi-Cal Administrative Activities) is a service, funding, and reporting process between county organizations and the county of Alameda. Crisis Support Services participates in Medi-Cal Administrative Activities in our work via Crisis Services (connecting people in crisis with resources and services, like Medi-Cal), and Community Education programs (educating and destigmatizing conversations about mental health and suicide, promoting health services, like Medi-Cal).

The MAA Data Program Assistant is proficient with Microsoft Excel and Google Sheets, they are a data enthusiast and an exceptionally detail-oriented individual. They are strongly self-motivated and can complete projects with little supervision. The MAA Data Program Assistant will be responsible for completing the monthly reporting process of CSS MAA Activities to the County of Alameda as the county requires.
They will maintain the CSS internal MAA reporting process in an exceptionally organized manner, and communicate with their team and supervisor when they believe processes can be more efficient.

Key Responsibilities

Data Management:

• Create ISLs (Individual Staff Logs) using Google Drive, Google Sheets, Microsoft Excel, and Microsoft Word Mail Merge, for employees to sign via Adobe Sign.


• Use Google Sheets/EXCEL formulas to calculate employee weekly and daily hours for each month using data from employee timesheets and call logs.


• Create monthly departmental cover sheets including employee participation, weekly hours, and termination status.


• Notice and correct discrepancies or errors with Excel/Google Sheet formulas.


• Maintain an accurate reporting system containing thousands of data points.


• Data entry via Smartcare.


• Understand MAA labor codes.


• Develop strategies to improve labor reporting.

Signature & Record Management:

• Send ISL's out for signature via Adobe Sign


• Keep track of employee participation- send reminders to employees who have yet to sign approaching the deadline.
  
  • Keep track of recurrent missed participation.
    
    • Notify the employee's supervisor after 2 missed signatures.
    
    
    
    
  
  
  
  


• Print, Organize, and Deliver MAA to the Alameda County Office (Oakland, CA 9460) by the 15th of each month.

Other administrative and clerical duties as needed:

• Manage the Annual Appendix 2 Record


• Maintain organized digital files via Google Drive


• Organize and file hard copies of employee personnel files


• Complete quarterly audits of employee personnel files


• Support with employee orientations - as needed.

Skills, Knowledge and Expertise

• Advanced EXCEL/ Google Sheets Expertise
  
  
  
  • Experience with complex sumifs formulas
  
  
  • Experience with complex vlookup formulas
  
  
  • Experience with complex conditional formatting
  
  
  
  
  
  


• Advanced knowledge working with Microsoft Office, and Google Suite


• Experience working with large data sets


• Experience with Microsoft Word Mail Merge


• Exceptional Attention to Detail


• Strong analytical and quantitative problem-solving skills


• Ability to manage deadlines


• Ability to handle confidential information in a professional manner


• Ability to work independently, set and carry out objectives with minimal supervision


• A valid US Driver's License


• Reliable access to a functioning, insured vehicle


• Flexibility with learning new technologies and processes


• Ability to utilize supervision


• Sensitive to the cultural and ethnic diversity of Alameda County


• Excellent interpersonal and communication skills


• Values working cooperatively with others


• A background check and clearance from the Federal Bureau of Investigation (FBI) and Department of Justice (DOJ) background before employment is required

Supervision/Direction Received

• The MAA Data Program Assistant will receive supervision once a week where they and their supervisor will check in on the monthly workflow structure, and check in on project progress. Weekly supervision will be dedicated time for support as needed by the employee.


• 5 months of collaborative project supervision before complete project handoff:
  
  
  
  • Month 1 - Month 2 - Training:
    
    
    
    • Supervisor to lead with the assistant learning the process.
    
    
    • Taking turns doing various aspects of the project with direct guidance.
    
    
    
    
    
    
  
  
  • Month 3 - Show One:
    
    • Assistant to lead the entire process with supervision throughout.
    
    
    
    
  
  
  • Month 4 - Do One:
    
    • Assistant to lead the entire process with supervision at project milestones.
    
    
    
    
  
  
  • Month 5 - Teach One:
    
    • Assistant to lead the entire process teaching the supervisor the process with minimal to no input from the supervisor.
    
    
    
    
  
  
  
  
  
  


• Month 6 - Project Handoff:
  
  • Assistant responsible for completion of Monthly MAA Reporting with Supervisor overview at project completion - supervisor available at project milestones as needed.
  
  
  
  

Level of Decision-Making

• Decision-making on processes about their workflow and process.


• Ability to inform internal processes related to MAA, and filing systems with approval from team and leadership when necessary.

Schedule

This is a part-time, non-exempt (20 hours per week) position and qualifies for up to 4 days of remote work per week. This role is 70% Remote Work, 30% on Site. Printing, In Office - Driving to MAA in Person - Occasional In-Person Meetings as needed.

Up to 7 evening/weekend day availability (annually) is required to attend agency events. Our office is located in North Oakland.