Administrative Assistant/Scheduler
Trumpet Behavioral Health - Arcata, CA

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Temporary Position (15-20 weeks) with Potential to Become Permanent

What you will be doing in this position:
Staffing and Scheduling through our system (NPA Works)

Use NPA Works to monitor staff availability and time preferences

Maintain NPA Works Schedule and make schedule changes as needed

Manage daily call outs by finding coverage, updating NPA Works, coaching staff to fill out correct paperwork, and notifying supervisors/ parents as needed

Work with SSM and/or Associates to identify coverage plan for employees taking PTO or other planned absences

Enter PTO into NPA Works, inform supervisors of staff taking extended absences

Manage shadowing schedule for new hires and reassigned Therapists

Notify supervisors and parents of any staff change effecting clients they oversee

Provide staff with client, location, and supervisors for assigned shift

General Administrative Duties

As assigned by SSM or Director (e.g., answering phones, faxing, filing, assisting with audits, etc.)

Technology –coach staff on various online systems (e.g., email, NPAWorks, I-Pay, etc.)

Assist SSM with managing purchasing and credit card statements for Accounting

Human Resources

Assist SSM in recruitment and on-boarding of new staff

Assist SSM in managing staff changes to online HR systems and notify Payroll/HR as needed

Monitor staff hours for benefits eligibility

Coordinate with SSM for staff leaves of absence, promotions and salary changes, Worker’s Compensation, etc.


Confirm billable hours are correct

Confirm reported hours are consistent with the employee’s schedule – contact employee if errors are found

Follow-up on late time reporting and adjustments with employee, payroll and billing

Audit NPA Works payroll reports weekly and correct any errors – render and lock schedules as needed


Update NPA Works with new, cancelled, and changed authorizations

Follow-up with Regional Center Service Coordinators regarding incorrect/missing authorizations

Inform Director, Clinicians and Associates of authorization changes

Required Skills

What you will need to be successful in this position:
High School diploma and administrative experience required

Must be able to lift approximately 25 lbs

Ability to multi-task, think critically and work in fast paced environment

Energetic, motivated

Excellent communication skills with clients and team members

20 hour work week - M-F, 1 p.m. – 5 p.m.

Hourly position, $10-15/hour depending on experience

Full benefits package

Required Skills

Required Experience

About this company
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Trumpet Behavioral Health is a leading provider of behavioral health services. We specialize in the treatment of children and adolescents...