Administrative Assistant

Summary of Responsibilities

Administrative Assistant is responsible for managing client intake, front office communications and facilitating key tasks and procedures. Their duties include maintaining a master schedules and tracking, placing orders for office supplies when needed and directing both incoming and outgoing communication. Builds working partnerships and good relationships with service providers, clients, internal and external stakeholders and presents a positive first impression for the agency.

Essential Duties and Responsibilities

· Answers phones and returns calls/voicemails within a 24-hour period.

· Takes and Distributes messages from calls to appropriate staff

· Sends out Census to managing entity daily and track projected dates of admissions and discharges.

· Assist with Billing to ensure all services are billed

· Completes Orders for facility supplies and submit signed packing slips to purchasing

· Coordinates, schedules and track prospective client screenings

· Schedules intakes for new admissions

· Completes nonclinical intakes for new admissions

· Assists with new employee onboarding process

· Provides education of services offered by the facility to potential clients

· Coordinates out of facility appointments for clients and van schedule for staff

· Coordinates visitation appointments with clients during scheduled hours

· Reports and maintains and submits a list of all maintenance and broken items via JIRA

· Ensures all documentation has been submitted and uploaded to EMR related to billing, TANF, and other managing entity requirements.

· Performs accurate accounting of facility petty cash funds and prepares documentation of needed funds to manager.

· Collects balances of copay from clients

· Processes mail each day and distributes accordingly

· Monitors alarms systems & Coordinates Fire safety drills with BHT staff and ensure reports are submitted

· Ensures miscellaneous documents are upload to client’s file in EMR

· Performs any additional job-related duties as assigned by direct supervisor

Education, Experience, and Skills Required

Associates degree or higher with at least 2 years’ experience in intake, admissions, or office management. Preference given to applicants with Behavioral Health or substance use disorder experience. Additional years of experience above the minimum requirements may supplement in place of the Associates degree.

· Strong written and verbal communication skills

· Excellent organizational and time management skills

· Great customer service and interpersonal skills

· Friendly, service-oriented personality

· Keen attention to detail

· Problem-solving and basic troubleshooting skills

· Proficiency with common word processing and spreadsheet software

· Comfortable in a fast-paced environment

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.

WORK ENVIROMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

SAFETY: Follows the general guidelines of the Agency to promote and maintain a safe working environment. Minimal Hazards and General office working conditions.

Job Type: Full-time

Pay: $17.00 - $19.00 per hour

Work Location: In person