Assistant, Admininstrative

Administrative Assistant

Provides administrative assistant support to the Program Director, which includes: preparing correspondence and reports, data entry, timekeeping, answering incoming calls, distributing mail, faxing, photocopying etc. May provide lead oversight for one (1) or more Administrative Services departments and/or functions.

Minimum Qualifications Required for This Position:

• At least 3 years experience in administrative clerical support in a psychiatric or other healthcare environment preferred.
• Proficiency in MS Word, Excel, PowerPoint and a data entry database computer software in a windows environment.
• Must be organized, detail oriented and the ability to strictly safeguard confidential information.
• Possesses excellent written, verbal communication and interpersonal skills, the ability to interface with all levels of management and associates while building strong relationships.
• Must have the ability to multi-task, problem solve, meet competitive deadlines and follow through on work assignments in a fast-paced environment.
• The ability to work overtime and/or additional days on special projects as needed upon short notice.

Minimum Physical Requirements:

• Must be able to sit at least 90% of work day while using computer and answering incoming telephone calls, 5% standing while filing, 5% using copier/scanner machines, and able to lift /reach above head and some bending to access routine office files no more than 5-10 pounds.

General Statement of Functions:

• Prepare correspondence and reports on behalf of Director, and/or program staff which include: Senior Care Manager and Care Manager
• Maintain meeting calendar and also appointment schedule.
• May be required to take minutes at meeting.
• Assist in staff timekeeping and departmental scheduling duties. Prepare Personnel Action Notice (PAN) forms for appropriate signature and approval.
• Provide back-up administrative assistant support to the Primary and Behavioral Health Integration program and staff as needed.
• Maintain and organize client caseload and system that tracks outcome measures.
• Maintain and organize departmental filing system which facilitates ready retrieval of documents as needed.
• Assists and tracks outcomes measure completion and follow up for staff.
• Assist with the disbursement and reconciliation of any program related expenditures.
• Help facilitate requests for Agency Procurement activities and related service requests, including initiating and processing purchase orders upon request.
• Participate in the completion of any documents related to the coordination and delivery of services.
• Order and maintain departmental supplies within established guidelines.
• General clerical duties include: data entry, answering incoming calls, distributing mail, faxing, photocopying, etc.
• Must adhere to annual tuberculin (TB) health screening and workplace safety training goals and objectives in the course of executing job duties.

• Practice confidentiality in all client, employee, and management related matters.
• Assist in preserving Kedren's mission, goals, and objectives by tracking achievements end which includes internal service delivery goals and objectives.
• Participate in the fundraising activities of Kedren.
• Assist in other duties and special projects as assigned.

Competencies:

• Analytical Thinking - Able to breakdown raw information and undefined problems into specific, workable components that in-turn clearly identifies the issues at hand. Makes logical conclusions, anticipates obstacles, and considers different approaches to the decision-making process.
• Attention to Detail Accomplishes tasks through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organizes time and resources efficiently.
• Communication Effectiveness Clearly conveys information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.
• Flexibility Exhibits openness to change and new information; adapts behavior or work methods in response to new information, changing conditions, or unexpected obstacles; effectively deals with ambiguity.
• Multi-tasking Handles multiple projects or tasks simultaneously and creates linkages between all involved parties. Utilizes time management, setting priorities and managing ambiguity skills.
• Office Management Plans, organizes and utilizes office technology and procedures to utilize efficient scheduling, prioritization and programs for staff and clients.
• Organizational Acumen Sizes up a situation, balances reason and the interests of others, and acts in a decisive, timely, and appropriate manner that is congruent with the organization's values, goals and mission to achieve success.
• Planning and Organization Establishes a systematic course of action for self or others to ensure accomplishment of a specific objective or case plan/management. Sets priorities, goals, and timetables to achieve maximum productivity.
• Prioritization Maintains focus and commitment to juggle multiple tasks and priorities, and uses available resources to get more done with less; uses time effectively and prevents irrelevant issues or distractions from interfering with work completion.
• Professionalism Thinks carefully about the likely effect on others of one's words, actions, appearance, and mode of behavior. Selects the words or actions most likely to have the desired effect on the individual or group in question. Demonstrates respectful and effective relationships with colleagues and clients and their families.
• Team Work Functions effectively as a member of an inter-professional team that includes behavioral health and primary care providers and family members to move the team toward the completion of the goal(s).
• Technical Capability Applies and demonstrates technical capacity for job specific technical requirements including software technology, applications, judgment and procedures to achieve position requirements and organizational needs.
• Thoroughness - Demonstrates attention to detail and accuracy. Defines and organizes tasks, responsibilities, and priorities. Takes responsibility for timely completion.