Office Assistant

Clarvida; Santa Ana (CA); On-site; USD 33,000 - 37,000; Full time

Benefits offered by this job

Paid vacation days

Sick leave

Up to 10 paid holidays

Medical, dental, and vision insurance

DailyPay

401(k)

Free licensure supervision

EAP

Pet insurance

Perks @ Clarvida discounts

Job summary

Clarvida in Santa Ana, CA is seeking an Office Administrator for the High Fidelity Wraparound Program. You will provide administrative and operational support, serving as a primary contact for clients and staff, and handling scheduling, billing support, and documentation workflows.

The role emphasizes HIPAA compliance, accurate record-keeping, and collaboration with a multidisciplinary team to support children, youth, and families within Orange County.

Qualifications

• High school diploma or GED required.
• Minimum of one year of administrative, clerical, customer service, or office support experience.
• Strong organizational and time management skills.
• Excellent written, verbal, and interpersonal communication skills.
• Strong attention to detail and ability to maintain accurate records.
• Intermediate computer proficiency, including Microsoft Word, Excel, Outlook, and electronic record systems.
• Ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment.

Responsibilities

• Answer and direct incoming phone calls and assist callers with general program inquiries.
• Welcome clients, families, and visitors and direct them to appropriate staff and services.
• Schedule meetings, appointments, and program-related activities.
• Prepare correspondence, reports, forms, and other administrative documents.
• Maintain electronic and paper filing systems in accordance with organizational standards.
• Process incoming and outgoing mail, faxes, and other communications.
• Maintain inventory of office supplies and coordinate ordering as needed.
• Assist with staff onboarding and administrative set-up activities.
• Support data entry, billing preparation, and documentation workflows.
• Assist with Medi-Cal, client billing, and other program-related administrative functions.
• Prepare meeting agendas, take meeting notes, and distribute minutes as required.
• Assist with audits, reporting requirements, and special projects.
• Coordinate office equipment maintenance and facility-related requests.
• Maintain compliance with HIPAA, confidentiality requirements, and professional standards.
• Support program leadership with administrative projects and operational initiatives.
• Perform additional duties as assigned to support program operations.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

MS Office

Spanish (bilingual)

Electronic record systems

Education

Associate's degree in Business Administration, Healthcare Administration, Human Services, or related field

Tools

Microsoft Word

Excel

Outlook

Job description

Job Title: Office Administrator (High Fidelity Wraparound Program)

Location: Santa Ana, CA

Employment Type: Full-time

Hourly Wage: $24.00 - $27.00 per hour (based on experience)

Date Posted: 09/1/2026

About The Program

The High Fidelity Wraparound (HFW) Program is an intensive, team-based care coordination model designed for children, youth, young adults, and families with complex behavioral health needs who are often involved with multiple systems such as mental health, child welfare, education, juvenile justice, or housing services. The goal is to help individuals remain successful in their homes, schools, and communities while reducing the need for higher levels of care.

High Fidelity Wraparound is an evidence-based, family-centered approach that brings together multidisciplinary team members, natural supports, family members, and service providers to create and implement an individualized plan of care tailored to each participant’s strengths, needs, culture, and goals.

Productivity Expectation: This position has a baseline productivity expectation of 50%, generally equivalent to an average of approximately 3.5 hours of direct client service per workday. The meeting of such requirements will be addressed in accordance with the Company policies and applicable law.

About The Role

The Office Administrator provides administrative and operational support to the High Fidelity Wraparound Program. This role serves as a key point of contact for clients, families, staff, and community partners while supporting day-to-day office operations, documentation processes, scheduling, billing support, and program administration. The Office Administrator plays a vital role in ensuring the smooth operation of services that support children, youth, and families throughout Orange County.

Responsibilities

• Answer and direct incoming phone calls and assist callers with general program inquiries
• Welcome clients, families, and visitors and direct them to appropriate staff and services
• Schedule meetings, appointments, and program-related activities
• Prepare correspondence, reports, forms, and other administrative documents
• Maintain electronic and paper filing systems in accordance with organizational standards
• Process incoming and outgoing mail, faxes, and other communications
• Maintain inventory of office supplies and coordinate ordering as needed
• Assist with staff onboarding and administrative set-up activities
• Support data entry, billing preparation, and documentation workflows
• Assist with Medi-Cal, client billing, and other program-related administrative functions
• Prepare meeting agendas, take meeting notes, and distribute minutes as required
• Assist with audits, reporting requirements, and special projects
• Coordinate office equipment maintenance and facility-related requests
• Maintain compliance with HIPAA, confidentiality requirements, and professional standards
• Support program leadership with administrative projects and operational initiatives
• Perform additional duties as assigned to support program operations

Required Qualifications

• High school diploma or GED required
• Minimum of one year of administrative, clerical, customer service, or office support experience
• Strong organizational and time management skills
• Excellent written, verbal, and interpersonal communication skills
• Strong attention to detail and ability to maintain accurate records
• Intermediate computer proficiency, including Microsoft Word, Excel, Outlook, and electronic record systems
• Ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment

Preferred Qualifications

• Associate's degree in Business Administration, Healthcare Administration, Human Services, or related field preferred
• Experience working in behavioral health, healthcare, education, social services, or community-based programs
• Familiarity with Medi-Cal documentation, billing processes, or behavioral health programs
• Bilingual Spanish preferred
• Experience supporting Wraparound, Full Service Partnership (FSP), or community mental health programs

Compensation & Benefits

Full-time Employees

• Paid vacation days that increase with tenure
• Separate sick leave that rolls over annually
• Up to 10 paid holidays
• Medical, dental, and vision insurance options
• DailyPay - access your earnings without waiting for payday
• Training, development, and continuing education opportunities

All Employees

• 401(k)
• Free licensure supervision
• Employee Assistance Program (EAP)
• Pet insurance
• Perks @ Clarvida - discounts on shopping, travel, Verizon, and entertainment

Benefits may vary by state or county

Work Location

Santa Ana, California – On-site office environment supporting community-based High Fidelity Wraparound services.

Employment Type

Full-time

About Clarvida

Clarvida is a leader in behavioral health care, providing community-based mental health and human services. The organization is committed to delivering innovative care while fostering a supportive and growth-oriented environment for employees.

Learn more: http://www.clarvida.com/mission-vision-and-values/

See other opportunities: https://www.clarvida.com/working-at-clarvida

Equal Opportunity Employer

Clarvida is an equal opportunity employer committed to diversity and inclusion. All qualified applicants will receive consideration without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability, veteran status, or any other protected characteristic.