Outpatient Administrative Assistant

Function:

To perform administrative and clerical aspects of the program, including daily phone coverage. Performs secretarial-related functions to ensure assigned program operations flow smoothly.

Organizational duties & responsibilities:

1. The primary responsibility of all staff is to ensure the safety and well-being of all Ramey-Estep/Re-group (RE) clients.
2. Supports the mission, vision, and values of RE. Facilitates and adheres to the agency’s code of ethics, policies, and procedures.
3. Supports all functions that attain and maintain accreditation and compliance with regulatory agencies.
4. Supports and facilitates positive interaction with clients and staff by exhibiting both in-office and in-public when carrying out job duties: individual maturity, respect for others, a team-centered approach, maintenance of confidential information, and awareness and sensitivity to cultural and other differences in clients and staff.
5. Exhibits effective communication skills including proper use of agency communication systems.
6. Participates in appropriate professional development programs to attain and maintain competency.
7. Effectively manages financial and physical resources to achieve the mission of RE.
8. Reports incidents of abuse or potential abuse involving clients to the appropriate authorities and RE.

Essential Duties and Responsibilities:

1. Provides daily phone coverage.
2. Meets and greets visitors and notifies appropriate personnel when needed
3. Maintains professional, cooperative, and effective liaison activities with staff and other agencies and community groups.
4. Manages the incoming mail distribution process.
5. Provides administrative assistance to the Practice Manager and Outpatient program staff as requested.
6. Handles confidential and non-routine information.
7. Schedules use of conference room for agency meetings/events.
8. Maintains accurate filing system for all correspondence, reports, and other documents for Practice Manager.
9. Assists Practice Manager with Medicaid/Insurance billing and reports.
10. Prepares correspondence and special reports as requested.
11. Filing and organizing charts.
12. Distributes client intake information via electronic communication.
13. Inputs client cases into the KSTEP service database.
14. Inputs referrals in the Electronic Health Record system.
15. Checks insurance eligibility for each KSTEP client and inputs that data in the Electronic Health Record system.
16. Performs other duties as assigned.

Working conditions/environment:

1. Shift is generally day-shift, Monday – Friday, 9-5.
2. Holidays, weekends, and extra hours may occasionally be required.
3. Office setting with extensive computer usage.
4. Intense, unpredictable population with the possibility of verbal and physical aggression.
5. Fast-paced environment with the need for quick decisions to deal with any crisis that may arise.
6. The environment is at times loud and stressful.

minimum job requirements:

High school diploma or GED is required.

Two years of prior administrative experience is preferred.

Must be at least 21 years of age.
Excellent communication and conflict resolution skills.
Excellent attention to detail and ability to work independently.
Must be able to demonstrate a high degree of flexibility and be able to coordinate multiple priorities effectively.
Capability to effectively handle confidential data in a timely manner.
Must have the ability to interface well with all departments in a highly professional manner.
Technical requirements include proficiency with Microsoft Word, Excel, PowerPoint, and any other applications used by the organization or regulatory agencies.
Ability to understand and relate to the needs of clients from diverse backgrounds.
Ability to read, write and converse in English.
Successful completion of a pre-employment drug screen.
Successful completion of a background screening.
Successful completion of a TB skin test or proof of a negative chest x-ray or other documentation.

Successful completion of Excellent Foundations
Maintain 20 hours of annual training

Physical Requirements:

The physical requirements 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 essential functions.
While performing the duties of this job, the employee is regularly required to stand, sit, walk, talk, hear, reach with hands and arms, and use hands to finger, handle, and feel. This employee is also regularly required to use a computer keyboard and mouse. The employee is occasionally required to stoop, kneel, crouch, and climb stairs. The employee must occasionally lift and/or move up to 10 pounds or more. Specific vision abilities required by this job include close vision, distance vision, and peripheral vision.

Supervisory REquirements:

None.