Wraparound Administrative Assistant I

Job Description

Job Description

Wraparound Administrative Assistant I

Summary

The Wraparound Administrative Assistant I is expected to provide day-to-day operational support to Volunteers of America South Central Louisiana (VOASCLA) Wraparound Program, ensuring smooth office operations. This position performs a variety of support activities including but not limited to creating and maintaining client records (electronic and physical charts), answering telephones, greeting guests, accepting deliveries, and all additional duties requested of the leadership as it pertains to administration. The Wraparound Administrative Assistant I directly report to the Wraparound Billing and Data Coordinator.

Position Type

Non-Exempt/Full Time

Essential Functions

• Collaborate with the Wraparound Supervisors to conduct new hire orientation, ensuring the new hire completes employment-related documents and benefits enrollment; obtain background screening information on new hires and candidates. Ensure new hire information is submitted to the agency’s HR Department for processing.
• Maintain an up-to-date spreadsheet of the agency’s equipment (employee issued laptops and phone cellphones).
• Maintain and order office supplies; schedule maintenance/repair for office equipment. Collaborate with vendors to ensure timely delivery of monthly reoccurring office services such as but not limited to shred bin pickup and water delivery services.
• Track program/department expenditures, ensuring purchasing orders or invoices and receipts are processed in timely manner.
• Maintain a professional, fully functional office presence including reception, phones, mail, supply order and management, and facility/vendor coordination.
• Maintain program data via entry into data systems through accurate and timely input of referrals, client demographics, documentation (Plans of Care, CFT Letters, etc.).
• Submit and retrieve confidential client-related files to and from Magellan using The Secure File Transfer System (SFTP) or any new networks directed by Magellan.
• Implement and follow internal administrative procedures that support accurate reporting, documentation integrity, and on-time deliverables.
• Maintain accurate and complete records according to VOASCLA policies and contractual obligations; client and staff record maintenance to include, but not limited to, filing, retrieval, retention, storage, updating, and destroying files as directed by policies and procedures; maintain confidentiality of client records.
• Assist the Human Resources Department in maintaining personnel records for the Wraparound Program.
• Enter, update client data (demographic information, referral and discharge dates, etc.) in the agency’s EHR System.
• Greet and assist visitors; answer and route phone calls to appropriate staff and/or take messages to provide to the appropriate staff.
• Sort and distribute incoming and outgoing mail.
• Assist program/department leadership with special projects and meeting preparation.
• Prepare accurate, professional correspondence and forms.
• Collaborate with Wraparound Leadership Team and Community Resource Specialist to distribute up-to-date resource information regarding the agency and providers.
• Maintain confidentiality as it pertains to all aspects of clients’ care, staff, and VOASCLA.

Competencies

1. Proficient in Microsoft 365 (Word, Excel, Outlook)

1. Clear and professional verbal and written communication skills
2. Records management and information organization
3. Proficient typing skills and ability to set up and maintain filing systems
4. Organization skills with ability to meet deadlines
5. Customer service
6. Independent decision-making within scope of role
7. High level of attention to detail
8. Discretion and confidentiality

Supervisory Responsibility

N/A

Required Education and Experience

• High School Diploma/GED required
• Two (2+) years of administrative experience in health, human services, behavioral health, education, or related setting.
• One (1+) year of experience working with a Coordinated System of Care (CSoC) program, including experience with the myEvolv Electronic Health Records System, and the SFTP Magellan Network.
• Experience with handling Protected Health Information (PHI), Medicaid/Managed Care documentation, or behavioral health programs.

Other Requirements

• Must maintain a valid Louisiana driver’s license

Physical Demands

While performing the duties of this job, the employee is frequently required to stand; walk; sit, use hands, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. While performing the duties of this job, the employee can sometimes be exposed to weather conditions. The noise level in the work environment is usually moderate.

Other Duties

• Participate in training and development activities as required.
• Collaborate with the Quality & Assurance Specialist to conduct internal and external audits.
• Perform all other duties as assigned.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Volunteers of America South Central Louisiana, Inc. offers a comprehensive benefit package to include: Health, Dental, and Vision Insurance, 403-B Pension Plan, Short and Long Term Disability Insurances, Life Insurance, paid annual holidays, Vacation and Sick leave.

Equal Opportunity and Affirmative Action employer, Volunteers of America South Central Louisiana, Inc. considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, or any legally protected status. We will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship.