Intake and Assessment Administrative Assistant

Momentum for Health; San Jose (CA); On-site; USD 90,318,000 - 99,716,000; Full time

Benefits offered by this job

Cafeteria plan

Retirement plan with employer match

Paid time off up to 25 days/year

Sick time 6 days/year

12 paid holidays

Job summary

Momentum for Health in San Jose, CA is seeking an Intake and Assessment Administrative Assistant. The role handles beneficiary intake, eligibility checks, scheduling, and data entry in EMR systems, supporting outreach and enrollment activities.

You will work Mon–Fri, 8:30am–5pm, with benefits including a cafeteria plan, retirement match, generous PTO, holidays, and sick leave. Competitive pay steps start at $31.52 per hour with potential increases.

Qualifications

• High School diploma or GED; 1–2 years of clerical experience preferred.
• Experience delivering high-level customer service and intake support.
• Typing speed around 40 wpm; strong MS Office and data entry skills.
• Familiarity with Electronic Medical Records (EMR) systems.

Responsibilities

• Manage new client intake from referral to enrollment, including scheduling and contact.
• Handle referrals from external funders and provide beneficiary support.
• Verify Medi‑Cal and other insurance eligibility; communicate via email and phone.
• Enter beneficiary data into EMR and agency databases; prepare reports.
• Maintain records and perform inventory and training support for staff.

Skills

Customer service

Data entry

MS Office

EMR familiarity

Education

High School diploma

Associate or related business education

Tools

MS Word

MS Excel

MS Outlook

EMR software

Job description

Intake and Assessment Administrative Assistant

Job Category: Admin

Requisition Number: INTAK004338

• Posted : October 8, 2026
• Full-Time
• Rate : $31.52 USD per hour

Locations

Showing 1 location

San Jose, CA 95126, USA

Description

**Work Schedule Mon - Fri 8.30am - 5pm.**

Pay rates for Union positions are set in the Collective Bargaining Agreement with SEIU Local 521. Each position has a total of six steps, Step 1 (entry level) through Step 6 (15 years of employment with the organization). Union staff are promoted from Step 1 to Step 2 upon their one-year anniversary. The current Step 1 rate for this position is $31.52/hr, and the current Step 6 rate for this position is $34.80/hr.

We offer a competitive package of employee benefits for 30 to 40-hour week positions. You will receive a defined contribution amount of up to $15,433.08 per year (prorated for part-time employees working less than 40 hours per week) to purchase the benefits of your choice on a cafeteria plan basis. Any amount of this defined contribution not used towards your benefits will be paid to you as taxable earnings. We offer a retirement plan with a generous employer match starting at 4% after one year of employment. Our paid time off is also more generous than many employers with vacation time accruing up to 25 days per year, 6 days of sick time per year and 12 paid holidays.

The benefits offered in our cafeteria plan are as follows:

• Medical benefits –Kaiser--ranging from $0 Deductible Plan with $15 Copay to $,3400 Deductible Plan with Health Savings Account. Sutter Health plans are also available from $0 Deductible Plan to $2,500 Deductible Plan.
• Dental benefits –Guardian: 1 dental HMO and 2 PPOs
• Vision benefits – 2 options from Guardian VSP: a standard vision plan and an enhanced vision plan

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Manage all new client intake activities from receipt of beneficiary referral through enrollment in services, including direct beneficiary outreach/contact, assistance in scheduling, follow-up, data collection and entry. Duties may include any or all of the following:
• Manage incoming referrals from external funders. Follow pre-established tracking system to record all beneficiary pre-enrollment activity including phone calls, voice mails, attempted contacts, missed initial appointments, follow-up calls. Provide customer support to beneficiaries, funders, providers and agency staff.
• Interact directly with beneficiaries that have been referred to Momentum for behavioral health services.
• Confirm beneficiary eligibility for Medi-Cal and other insurance benefits.
• Facilitate and deliver communications through email, voice mail, inter-office and external mail and courier, phone call answering and appropriate routing, copying and faxing; maintain office machines.
• Collect and enter beneficiary information accurately into Electronic Medical Record and other agency databases.
• Maintain databases and spreadsheets by entering significant amounts of data in a timely manner; prepare and run internal and external reports.
• Create, update, and maintain electronic and paper medical records and files according to company protocols and in an orderly and timely manner; route when and where needed; other filing and record keeping systems, schedules, rosters, and databases.
• Track the stages of completion for submitted documents and charts, i.e., initial submittal, revisions, final, approved version, reviewing, comparing, and following up on documents.
• Maintain inventory and reorder office and related supplies as needed. Coordinate and support activities of other administrative and clinical staff in work unit, including volunteers; train newly hired staff in program systems.

OTHER DUTIES AND RESPONSIBILITIES

• Attend community, agency, and team trainings, meetings, and events.
• Run errands and make interdepartmental and off-site pickups and deliveries using personal or agency vehicle.

KNOWLEDGE, SKILL, AND ABILITIES REQUIRED

• High School diploma GED, or equivalent education and a minimum of one year (E) or two years (D) of responsible, full-time experience in a secretarial or clerical capacity; Associate’s degree or graduation from a recognized Business School or a related field (D).
• Experience in previous position requiring high level of customer service.
• Proven typing speed of 40 net wpm (E); 50 net wpm (D); computer literacy; ability to use MS Office applications—Word; Excel; Outlook—and Windows-based databases at an intermediate level (E); familiarity with Electronic Medical Records (EMR)(D)
• Familiarity using and maintaining a variety of common office equipment, such as fax machines, computer printers, photocopiers, and multi-line phone systems. (E)
• Effective oral and written communication skills, including appropriate English grammar, spelling and punctuation; legible handwriting or printing; proof and edit others’ and own work. (E)
• Demonstrated task management and execution skills: Coordinate more than one task simultaneously and be flexible; maintain timelines and deadlines.
• Adapt to changing systems, methods, and environments.
• Stay calm and reassuring in stressful situations and with agitated individuals in person and on the phone.
• Work with minimal supervision and demonstrate resourcefulness in completion of tasks.
• Recognize, investigate, troubleshoot, and resolve problems.
• Respect and maintain confidentiality.
• Work effectively with persons of different value systems, ethnicity, cultural backgrounds, language capabilities, and disabilities.
• Exhibit exemplary customer service, compassion, and care in the execution of all duties and interactions.
• Special Requirements: Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Momentum practices. (E)
• A valid California Driver License, with access to a reliable vehicle/for driving a company vehicle, current proof of auto liability insurance, and a clean DMV record. (E)
• Physical requirements needed to perform the essential functions of this job, with or without accommodation: hearing and talking on telephone and in person; standing, walking, sitting, pinching and finger flexion are required constantly (over 2/3 of the workday); lifting, carrying, pushing, pulling, bending, stooping, crouching, kneeling and twisting are required occasionally (under 1/3 of the workday); balancing, climbing and crawling are generally not required.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.