Compliance Specialist/ Administrative Assistant

Santa Cruz, CA

📍 Location: Santa Cruz, California
📅 Schedule: Full-Time | Non-Exempt | 3 PM to 11:30 PM Monday- Friday
💼 Department: Residential / Crisis Stabilization Unit
📈 Reports To: Core Division Director
💰 Pay Range: $21.00 – $25.00 per hour

✨ Make a Meaningful Impact

Aspiranet is seeking a detail‑oriented and mission‑driven Compliance Specialist / Administrative Assistant II to support our Core Program in delivering high‑quality services to children, youth, and families.
This role is essential in ensuring accurate clinical documentation, maintaining compliance with agency and county standards, and supporting smooth day‑to‑day office operations. If you excel in organization, communication, and data accuracy — and you thrive in a collaborative environment — this is an opportunity to make a meaningful contribution to our mission.

📝️ Position Summary

The Compliance Specialist/Administrative Assistant II is responsible for improving the quality and completeness of clinical records through concurrent and retrospective reviews. This position supports staff with documentation and billing compliance, assists with utilization and quality management processes, and provides administrative support to the Core Program Director and office operations.
Key functions include managing incoming calls, maintaining databases, generating reports, coordinating personnel paperwork, overseeing cash/donation records, and ensuring efficient office workflow. This role collaborates closely with the Administrative Assistant Level II and Core Division Administrative Assistant(s).

🔍 Key Responsibilities

Administrative & Office Operations

• Meet and greet clients and visitors professionally.
• Operate a multi‑line phone system and appropriately triage emergency vs. non‑emergency calls.
• Maintain office organization standards and support staff and client administrative needs.
• Sort, date‑stamp, and distribute incoming mail; process outgoing mail.
• Inventory and purchase office supplies to ensure smooth operations.
• Produce meeting minutes, correspondence, and customized forms as needed.
• Maintain and reconcile petty cash, district cash, and in‑kind donation records.
• Prepare, review, and maintain files and personnel paperwork (new hire, separation, pre‑employment).
• Coordinate with HR regarding expired or missing personnel documentation.

Compliance, Documentation & Data Management

• Conduct concurrent and retrospective clinical record reviews for quality, utilization, and risk management.
• Maintain accurate databases and generate daily, weekly, monthly, and quarterly reports.
• Review data entered into county and agency systems for completeness and accuracy.
• Coordinate monthly chart audits with Program Manager/HOS and prepare audit reports and corrective plans.
• Participate in Peer Review/Compliance meetings per agency and county guidelines.
• Monitor program practices to ensure compliance, accountability, and effectiveness.
• Support oversight of documentation and billing best practices while maintaining client privacy and dignity.
• Review satisfaction surveys and outcome data; assist in improvement planning.

Professionalism & Agency Standards

• Demonstrate cultural sensitivity and maintain professional boundaries.
• Uphold Aspiranet values and follow the Agency’s Professional Code of Ethics.
• Maintain strict confidentiality and follow all HIPAA guidelines.
• Perform additional duties as needed to support program requirements.

✅ Qualifications

• Proficiency in Microsoft Word and Excel or similar software.
• Ability to identify trends, analyze data, and communicate findings effectively.
• Experience in a Windows‑based environment, including communication and file transfer tools.
• Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines.
• Experience operating standard office equipment (copier, printer, scanner, postage meter).
• Meets all Community Care Licensing requirements (fingerprint clearance, TB/health screening, valid CDL, clean driving record).
• Meets all federal, state, and county compliance requirements, including periodic sanction checks.
• Flexibility, attention to detail, and strong communication skills.

💻 Work Environment & Schedule

• Standard office environment with routine use of computers, phones, and office equipment.
• Regular interaction with staff, clients, families, and community partners.
• Schedule aligned with program needs; may require flexibility for deadlines, audits, or meetings.

❤️ Why Aspiranet?

• Competitive compensation, comprehensive benefits package, and a 403(b) retirement plan with employer matching.
• Access to the free Aspiranet Employee Perks Program. Enjoy exclusive discounts on entertainment, travel, wellness, pet care, gym memberships, theme parks, and more
• Flexible paid time off including 11 paid holidays, 10 vacation days, 10 sick leave days, two diversity days, and paid birthday time off.
• Access to our employee assistance program including 24/7 crisis line; up to 6 counseling sessions per issue.
• Training opportunities are available to support your ongoing development and career aspirations.
• Collaborate in a supportive, inclusive, and mission-aligned culture.
• Opportunity to lead meaningful initiatives that support employee wellbeing.

🏋️Physical Demands

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. In accordance with the Americans with Disabilities Act (ADA), reasonable accommodations may be made to enable qualified individuals with disabilities to perform these essential functions.

This position typically operates in a standard office environment. The noise level is generally quiet and remains within OSHA’s established safety levels at all times.

⚖️ Equal Employment Opportunity

Aspiranet is an equal opportunity employer that recognizes the value of diversity. We believe a diverse workforce within a culture of Inclusion, Diversity, Equity, and Access (IDEA) increases creativity, innovation, problem-solving, and teamwork for the youth and families that we serve and the organization as a whole.  Aspiranet strives to provide our employees with a workplace that is welcoming, inclusive of differing world views, cultures, and lived experiences.

📝  How to Apply

Join us in building brighter futures.

Apply today through our career portal:

✨ Click here to apply: www.aspiranet.org/careers

✨ Pro Tip: Once you’re in the portal, be sure to create an account to get started on your application! It’s quick, easy, and the first step to making a difference.