What are the responsibilities and job description for the Administrative Specialist - Part Time position at Morrison Child and Family Services?
Job Title: Administrative Specialist - Part Time
Department/Program: Outpatient Mental Health Services
Reports to: Assigned Supervisor
FLSA status: Non exempt /hourly
Location:Milwaukie
Job Type: In-person
Shift : Closing shift (ability to work until 6:00/7:00 most evenings.)
Salary: $20.06/hr. - $22.09/hr. (Bilingual Spanish - $21.86/hr. - $24.07/hr.)
Morrison Child and Family Services: We are a Joint Commission and Sanctuary accredited non-profit organization that provides a comprehensive array of services to children, adolescents, and their families. As an agency, Morrison, its team members, and clients commit to the following values of trauma-informed care:
- Nonviolence - being safe and doing the right thing
- Emotional Intelligence - managing our feelings so we don’t hurt ourselves or others
- Social Learning - respecting and sharing ideas of our teams
- Democracy - shared decision making whenever possible
- Open Communication - saying what we mean and not being mean when we say it
- Social Responsibility - everyone makes a contribution to the organizational culture
- Growth and Change - creating hope for our clients and ourselves
Job Summary:
The Administrative Specialist is responsible for performing multifaceted general administrative supports for Outpatient Clinic(s).
Duties and Responsibilities:
- Assists with daily administrative operations of the clinic including but not limited to: opening and/or closing the clinic; scheduling clients; making reminder calls; performs verification checks of client eligibility of insurance and authorization for services; checking in clients/families/visitors and directing them to the waiting area or meeting room; informing staff of client/visitors’ arrivals or cancellations; maintains an orderly and neat waiting area/lobby; monitors clients and families who may have emotional and/or behavioral challenges in the waiting area/lobby; addressing, redirecting and/or problem solving with upset, angry, delayed, severely traumatized, emotionally and/or behaviorally challenged clients and families; engages difficult clients in activities; communicates concerning behaviors with assigned therapist; assists with medical transport.
- Assists with administrative operations of client information including but not limited to: processing and entering client intake documentation; ensuring data entry in client electronic heath records (EHR) is accurate; client records are scanned into the accurate EHR section; client EHR is maintained and ready for appointments; maintain any existing client paper files; maintain chart area to ensure files are secure, organized, and accessible; ensuring pertinent ongoing forms and documentation is scanned and uploaded correctly into the client’s EHR; process records requests and subpoenas; archive paper files and maintain closed file database for stage facility; order charts from storage facility; assist with opening and closing client’s EHR.
- Perform administration functions including but not limited to: filing; photocopying; scanning; typing; faxing; data entry in multiple databases; recordkeeping; opening, sorting and distributing mail; answering multi-lined phones, screening incoming calls; checking voicemail; transferring calls; emailing; greeting visitors and answering questions; setting up and managing spreadsheets and databases; assisting with general word processing of letters, forms, reports, etc.; responds to commonly-asked questions or directs individuals to the necessary person.
- Provides administrative support to clinical staff; provides coverage for other support staff as requested by supervisor; creates a positive team environment.
- Participates in assigned staff meetings, other meetings and committees.
- Demonstrate a commitment to developing a thorough knowledge and application of the Sanctuary model and other organizational policies & practices.
- Participate in staff development, in-services, and training related to workplace effectiveness; model professional behaviors and implement improvements to business practices with awareness of their impact in a trauma-informed behavioral healthcare organization.
- Performs other related duties as required and assigned.
Competencies:(Competencies are the abilities and qualities a person needs to be successful in this job)
- Adhere and administer agency and Outpatient policies and procedures
- Communicate clearly and effectively orally and in writing in English
- Interpret information, utilize critical thinking and explain concepts to others.
- Maintain effective working relationships with agency employees at all levels and the general public
- Adapts to constant changing circumstances while maintaining professionalism; engages in continuous learning and builds knowledge, skills and abilities while addressing new challenges.
- Team building and collaborative skills.
Required Position Qualifications:
- A high school diploma or equivalent is required.
- 1 year consecutive office experience.
- Intermediate level computer capabilities in use of data bases, web-based environments, word processing, email and spreadsheets.
Preferred Position Qualifications: (Additional skills, experience, or education that are not required but would make a candidate especially well-suited for the job).
- Bilingual abilities, including the ability to speak, read, write, and translate documents in Spanish. Must clear a language test.
- Knowledge of non-profit
- Knowledge of electronic health records
Other Requirements:
- Pass a DHS criminal history background
- Meets agency driving requirements
- Works up to 40 hours a week, as specified on employment offer letter, during regular clinic hours (Monday through Friday 8am – 8pm); schedule is created with assigned supervisor.
- May be required to work irregular hours outside of the normal clinic business hours including weekends.
- Travel and perform duties at different agency locations with possible meetings/presentations at other Morrison designated worksites and in the community.
- CPR and Standard First Aid Certification within 30 days of hire and keep current.
Working Conditions:
Environment: Work is done in clinical offices, community settings, including Morrison Residential, administration buildings, public locations, and social service sites. Breaks and meals are subject to interruption. Universal Precautions and remaining alert to the environment are critical to address the potential for violent behavior, exposure to disease, biohazards, noise, and contaminants.
Mental demands: Work assigned is diverse and may involve addressing new and unique circumstances. The work might be unpredictable and disrupts planned tasks, requiring flexible time management.
Physical demands: Ability to remain calm and emotionally available serving youth, adults and or families who have experienced trauma. Proficient with office equipment and physical movement. Ability to perform physical interventions if needed in accordance with program and training. Physical dexterity for reaching, stooping, and repetitive wrist and hand motions.
All Morrison programs and services are accredited by The Joint Commission, a nationally recognized standard-setting and accreditation body for health care. Morrison is also certified as a trauma-informed organization by the Sanctuary Institute. Certification recognizes our dedication to providing a trauma-informed culture and environment for children, families and staff through implementing Sanctuary values, commitments, and tools.
We are an Affirmative Action Plan Employer. Our policy is to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic. In compliance with our Affirmative Action Plan, Morrison uses E-Verify to determine employment eligibility after an offer is accepted.
Applications will be reviewed as received. Morrison reserves the right to make a hiring decision at any point during the posting period.
Morrison employees are offered a variety of benefits including Medical, Vision, Dental, Flexible Spending Accounts, Employer-Paid Life, Accidental Death and Dismemberment and Long-Term Disability, and an Employee Assistance Program (EAP).
Salary : $20 - $24