Administrative Assistant

Description

Position Overview:

Performs administrative duties in a compassionate and caring manner.  Additionally, he/she ensures that the persons served are greeted in welcoming and in a trauma informed way. This position requires strong written and verbal communication skills, flexibility, creativity and knowledge of technology for the various responsibilities. This position also requires team work and the involvement amongst personnel to meet the needs of those we serve

Requirements

• Compassionately greet persons served and interview with warmth, kindness, positivity, and connect them the right resource for assistance

• Professionally greeting staff, visitors, vendors, and community stakeholders

• Warmly and professionally answer phones and email messages within a timely fashion

• Assist patients to complete all necessary forms and documentation including obtaining patient demographics and verifying insurance information for each visit.

• Scanning pertinent patient information into the EMR including scanning identification and insurance cards

• Schedule referrals for intake and follow up appointments

• Track referrals and follow up data for performance reporting and outcomes

• Accept and deliver all mail and packages to the appropriate staff

• Manage ordering, inventory and budget for office supplies and equipment with the appropriate approval

• Maintain and update person’s served records within the program requirements

• Chart auditing for compliance

• Manage the integrity of the conference or group room booking process.

• Maintain a professional, safe, and inviting working environment by keeping the office clean and organized.

• Control access to office and ensure it is properly secured and HIPAA compliant.

• Work closely with IT to ensure all technology is working properly and set up correctly for presentations and meetings.

• Provide daily billing report to Chief Administrative Officer

• Keep all copier/printer stations stocked

• Responsible for using sound judgement when making purchases and tracking expenses.

• Serve as the liaison for office vendors and building/floor maintenance for any facility issues, repairs or inquiries.

• Be available and ready for unexpected daily needs of office and staff.

• Must follow all HIPPA rules and policies; maintain patient confidentiality.

Qualifications:

• High School Diploma.
• 2 years' experience in office administration or related field.
• Possesses a high level attention to detail, accuracy and ability to multitask.
• A magnetic personality, sense of humor, get-it-done attitude, and high level of ownership.
• Resilient, and easily adaptable to change.
• Excellent time management skills and the ability to prioritize and focus on multiple tasks in a fast-paced environment.
• Excellent customer service skills.
• Ability to be proactive, and solve problems expeditiously, while always maintaining a calm and professional demeanor.
• Excellent verbal, written and listening communication skills.
• Proficient in Microsoft Office applications(e.g. PowerPoint, Excel, Word, Outlook, and internet).
• Ability to work after normal business hours due to the needs of the persons served and program requirements.

Please Note: Job description is subject to change based on leadership’s discretion due to program needs, standards, and regulations. In addition to quality improvements and strategic plan changes.