Miriam Alvarez

Administrative and Client Support:
● Maintain responsive communication by acknowledging and replying to calls, emails, and Slack messages within one (1) hour during business hours. ○ Answer phones and respond promptly to inquiries from stakeholders and clients regarding all RWS programs.

● Monitor telephone and email communications daily; respond to or distribute messages promptly. Acknowledging receipt of all emails and forwarding phone messages to the appropriate parties without delay.
● Support outreach efforts by creating detailed information about RWS programs and distributing marketing materials (flyers, brochures, etc.) ○ Update any department flyers, brochures, and marketing materials; assist with creating outreach presentations.

● Prepare and maintain client charts in accordance with agency and contract standards, ensuring full compliance with HIPAA regulations.
● Maintain and utilize the SmartCare and Clinician’s Gateway systems for Alameda County to generate reports, open and close cases, update client episodes, and serve as the primary point of contact for client and staff data.
● PAVE Portal licenses must be updated when a new staff member is added or when a staff member's details are changed.
● Support reporting and billing processes by inputting data and generating weekly, monthly, quarterly, and annual reports for the Finance Department, RWS leadership, and other stakeholders as requested.
● Support transportation and delivery of materials and documents between sites as needed.
● Lead weekly administrative meetings, including agenda preparation, recording minutes, and following up on action items.
● Collaborate with the QA team to complete required reports, such as DATAR, verify Medi-Cal eligibility, update trackers (e.g., CG Tracker, Referral Tracker), and manage the secure transport and storage of client charts.
● Oversee and maintain departmental databases and reporting systems (e.g., referral trackers, service hour trackers, training records) to ensure accuracy and compliance.
● Serve as the Safety Representative for Youth for Change and El Chante sites, overseeing safety protocols for Si Se Puede (SSP) by ensuring drills are conducted, attendance is recorded, and make-up drills are scheduled as needed.
● Provide training and ongoing support to administrative personnel across programs to ensure consistent performance and accountability.
● Assist with departmental organization, restructuring, and special projects as assigned.


Office and Facilities Management:
● Maintain a clean, organized, and clutter-free front office and reception area.
● Support Program Administrators in ensuring all program sites remain fully operational, including maintenance of photocopiers, restrooms, internet, security cameras, and phone systems.
● Track and follow up on maintenance tickets to ensure timely completion.
● Accept deliveries, mark as “received,” and distribute mail, packages, and faxes within two (2) hours of receipt.
● Maintain office supply inventory and order materials as needed to ensure a well-stocked office.
● Ensure photocopy machines are functioning correctly and stocked with paper and toner.

Event and Training Coordination:
● Support department-wide events, trainings, and celebrations by: ○ Sending calendar invitations and reminders
○ Prepare rooms, materials, and supplies.
○ Printing and organizing training documents.
○ Ordering food and refreshments.
○ Collecting sign-in sheets, tracking attendance, and distributing follow-up materials
○ Assisting with setup and cleanup.

● Order and maintain inventory supplies, refreshments, and client support materials for all of RWS Programs.

Staff Onboarding and Systems Administration:
● Support onboarding of new staff by providing training on internal systems (e.g., Paycom, Salesforce, Slack, Google Drive, email) and assigning mandatory trainings (e.g., ASAM, CPR, First Aid, Naloxone).
● Track training completion and ensure certificates are uploaded to personnel files.
● Manage and support all staff in obtaining or updating NPIs, CAQH accounts, staff IDs, and system-related logins.
● Ensure staff IDs are expired within five (5) days of separation from employment.
● Submit Clinician’s Gateway authorization requests and e-forms as required.
● Coordinate with HR and QA to ensure all required staff and client documentation is up to date and accessible. ○ Maintain up-to-date staff records, including licenses, certifications, TB tests, and contact information.


Other :
● Attend trainings and participate in events relevant to key responsibilities.
● Track and regularly report on key metrics for the function areas under your responsibility.
● Leads and collaborates on projects supporting Agency objectives.

• Answer phone calls
• Make reservations for guest
• Solve guest issues with their reservations or payments
• Constantly check the email for any online reservations

• Cashier
• Making sure the floor looks nice and neat
• Inventory Prep and Count
• Re-ticketing clothes
• Help Customers find products they are looking for

• Cashier
• Help customers find what they need
• Wraps customers chocolate boxes
• Give chocolate samples to the customers
• Greet customers- Cashier
• Help customers find what they need
• Wraps customers chocolate boxes
• Give chocolate samples to the customers
• Greet customers