Behavioral Health Administrative Assistant

Job Description

The Behavioral Health Administrative Assistant (BHAA) provides administrative, operational, and scheduling support for the Behavioral Health Department. This position supports the Behavioral Health Director, Behavioral Health Program Manager, Behavioral Health Coordinators, and clinical staff by assisting with department operations, provider scheduling, onboarding activities, purchasing, reporting, phone management, and special projects. The BH- Administrative Assistant serves as a key operational resource to ensure efficient daily functioning of Behavioral Health services across all clinic locations.

Evaluation: Performance of this job will be evaluated in accordance with provisions of the NATIVE HEALTH Employee Handbook on evaluations.

Essential Functions: (essential function as defined under the Americans with Disabilities Act, may include the following tasks, knowledges, skills, and other characteristics. The list of tasks is not a comprehensive listing of all functions and tasks performed by position in this class.)

KEY ACCOUNTABILITIES :

1. Operational Support

• Assist with day-to-day Behavioral Health department operations functions.
• Coordinate department supply ordering, inventory tracking, purchasing requests, equipment requests, and operational support needs across clinic locations.
• Assist BH Programs manager with operational tasks when identified. Adheres to all NATIVE HEALTH policies and procedures.
• **** Adheres to all NATIVE HEALTH policies and procedures.

2. Human Resource Support

• Coordinate onboarding and offboarding activities.
• Track BH Department training and certifications.
• Submits systems access requests for BH platforms and assist with personnel-related administrative processes.

3. Scheduling Support

• Assist with provider schedule maintenance, schedule blocks, template updates, coverage coordination, and communication regarding scheduling.
• Monitor provider schedules for patient availability and assist with patient scheduling following AHCCCS scheduling guidance.

4. Phone and Patient Access Support

• Assist with Behavioral Health phone queue overflow, monitor voicemail boxes, routes call appropriately, returns patient calls as directed, to supports patient access.
• Greets all patients and visitors in a professional, welcoming, and helpful manner always with no more than one complaint per quarter.

5. Data and Report Support

• Maintains departmental trackers and spreadsheets.
• Assists Behavioral Health Program manager with Department reporting by compiling data for quality improvements projects, board reports, grant reporting, and meeting preparation.

6. Department Coordination

• Coordination meetings, training, agendas, meeting minutes, departmental communications, shared files, and special projects.
• Support the Behavioral Health Director, Program Manager, and Coordinators as needed.

KNOWLEDGE, SKILLS, AND ABILITIES:

1. Must be dependable, punctual, and reliable.
2. Excellent Customer Service skills.
3. Strong problem -solving skills and assertive in challenging situations.
4. Ability to anticipate needs.
5. High level of integrity. Position is exposed to confidential and sensitive information.
6. Organized and exceptional attention to detail.
7. Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) and Adobe Acrobat.
8. Knowledge of electronic health records (EHR) systems and healthcare scheduling workflows preferred.
9. Knowledge of correct English usage, grammar, spelling, and punctuation.
10. Ability to prioritize and manage effective multiple projects.
11. Effective verbal and written communication skills.
12. Culturally competent; able to work with a diverse workforce and client population.
13. Must be professional in demeanor, dress, and presentation.
14. Ability to coordinate provider schedules, meetings, trainings, and department activities across multiple clinic locations.
15. Demonstrate the ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
16. Ability to collect, track, analyze, and report operational and performance data using spreadsheets and reporting tools.

Qualifications:
Qualifications

QUALIFICATIONS/EXPERIENCE/REQUIREMENTS :

1. Associate or bachelor's degree or equivalent training required and experience in business administration preferred.
2. Three years of administrative support experience required.
3. Possess current and unrestricted Arizona driver’s license with no DUI/DWI or reckless driving convictions in the last five years. No more than two at-fault accidents in the last three years. Must maintain a valid AZ driver license during employment. Must be insurable by the NATIVE HEALTH liability auto policy.
4. Must present a Class I Fingerprint Clearance Card prior to employment.
5. Must pass alcohol/substance abuse testing upon employment and submit to random testing during the course of employment.
6. Must have an updated Immunization (IZ) Record.
7. Must have a current (within 12 months) Tuberculosis (TB) skin report upon employment and provide an update annually.
8. Must obtain a CPR and First Aid Card within ninety (90) calendar days of employment and maintain valid updated training during employment.

Additional Information

NATIVE HEALTH. is an EEOC, Employment-At-Will, and Native American Preference employer. Drug Free and Commercial Smoke-Free work environment.