Administrative Assistant

Administrative Assistant

The Administrative Assistant is responsible for providing a variety of administrative duties agency wide which include clerical and project based work as well assist other departments as needed. The Administrative Assistant is also required to maintain a high level of customer service and professionalism as the front desk agency representative.

These positions are responsible for observing policies, procedures and safeguards to protect the privacy of health information in compliance with the HIPAA Privacy (Privacy Rule).

Essential Functions:

• Answer phone calls (direct and transfer to applicable person)
• Greet people who visit the agency
• Notify employees when their appointment has arrived
• Notify Clinician or Case manager immediately or "On Call" individual in the event of a crisis call or internal crisis situation
• Provide clients with intake forms.
• Monitor the clinic schedule daily.
• Confirm a client's clinical appointment at least one day in advance of the appointment.
• Assist the Clinical Dept. by providing service facilitation of telemedicine assessments.
• Follow daily opening and closing procedures.

Other Activities & Responsibilities:

• Sort & date stamp daily mail.
• Maintain On-call bag check out system.
• Copy and distribute occasional notices or memos.
• Make and post agency closure signs.
• Assist the Finance Dept. with foster parent stipends
• Maintain the employee sign-in/out board
• Maintain the Medical Records, Main Agency and van sign-out key system
• Assist the Operations Dept. with maintenance of vehicle check list.
• Maintain the visitor sign-in system.
• Assist senior management with administrative needs.
• Make ID badges and distribute them to employees.
• Monitor and clean the lobby.
• Make and maintain employee and foster parent mailboxes labels.
• Replenish agency forms in the mailroom.
• Maintain the supply room
• Distribute and mail checks to employees and foster parents.
• Schedule meeting rooms and up-date the meeting room schedule signs.
• Assist with the maintenance of the bulletin boards in the mailroom.
• Assist other departments as needed.

Position Requirements:

Minimum Qualifications : High school diploma, GED or the equivalent and one (1) year of office clerical, administrative, accounting, or receptionist experience.

Knowledge, Skills & Abilities :

• Excellent customer service skills.
• Proficient with 10-key by touch.
• Proficient with Microsoft applications and possess the ability to learn other software applications.
• Previous experience with multi-line phone system.
• Ability to perform basic math skills.
• Organized, efficient, and able to manage multiple tasks simultaneously with attention to detail and accuracy.
• Excellent interpersonal communication skills and good written communication.
• Ability to ensure consumer confidentiality as prescribed by agency policy and federal law.
• Ability to maintain positive professional working relationships and to work effectively within a team environment.
• Knowledge and understanding all agency protocol, policy, procedure, plans program requirements.
• Ability to act decisively and with fairness.
• Ability to read, speak, and write in English.
• Ability to pass a State and FBI background check in accordance with the State of Alaska Background Checking Unit.

Physical Requirements : Ability to perform sedentary work. Visual acuity necessary to utilize a computer monitor throughout the course of a normal workday. Ability to perform repetitive keyboarding activities and operate general office equipment. Ability to communicate verbally, both in person and over the telephone.

Working Conditions: Work is performed in a community mental health center.

Other Requirements: ability to obtain CPR and First Aid certification, continual proof of a valid Alaska Driver's License, maintain current personal vehicle insurance and registration on personal vehicle(s) used for company business, maintain a violation free driving record for the past year, and maintain satisfactory criminal background record.