Administrative Assistant

Administrative Assistant

The Administrative Assistant works as an integral part of the Program Team. The Administrative Assistant will perform, but is not limited to the following duties: responsible for administrative functions including billing, clerical, bookkeeping, accounting and other related office duties. This position may require a flexible schedule including 1st and 2nd shifts and Saturdays. The agency has the right to change shifts based on the needs of the organization.

Position Specific Duties

• Provide assistance in the area of program billing, report preparation, purchasing, bookkeeping, etc.
• Direct, supervise and perform office-related duties including but not limited to typing, filing, preparing memos, letters, and agendas, faxes, composing correspondence and providing telephone coverage.
• Assign, check, and review quality and quantity of work performed and resolve questionable cases or problems.
• Orient and train new and/or regular staff as needed.
• Utilize the computer in preparing various monthly billings, databases, spreadsheets, and other related data.
• Maintain all assigned office equipment in a clean and workable condition.
• Ensure all assigned files, records, and databases are maintained in a neat, orderly, and efficient manner for reference and follow-up purposes.
• Makes recommendations regarding new and/or modified office procedures, policies and office equipment.
• Answer and resolve a variety of questions, problems, informational requests, discrepancies, etc. within scope of own position responsibilities.
• Assist the agency's Finance Department by performing accounting and related functions including but not limited to: accounts receivable and payable, 3rd party billing and tabulation, bank deposits, reconciliations, etc.
• Observe and identify consumer concerns and communicate with the clinical team.
• Ability to climb three flights of stairs to deal with emergencies.
• Ability to respond to emergency situations by placing calls to Fire, Rescue, Police, and Medical etc.

Administrative Tasks

• Complete all required documentation in a timely manner.
• Perform program recordkeeping, filing, and the organization of vital documents.
• Provide telephone coverage for the assigned program and direct calls to other programs as needed.
• Participate in required supervisions, staff meetings and trainings.
• Participate and cooperate in any investigations conducted by internal and external agencies.
• Ability to use a computer including inputting information into data systems.

Compliance Requirements

• Remain awake during your shift at all times.
• Attend all mandatory trainings and update all licenses and certifications.
• Adhere to program/project/department requirements and services.
• Follow all reporting guidelines by deadlines including the completion of a Confidential Incident Report.

Qualification Requirements

• Associate's degree in business management preferred.
• Minimum of two years of experience with office management, supervisory experience, and billing Managed Care Organizations/third party billing required.
• Superior attention to detail, organizational skills, analytical skills, computer skills and multi-tasking skills.
• Excel in verbal and written communication skills
• Good working knowledge of computers, electronic health records and data collection.
• Requires valid driver's license due to business-related travel.