Administrative Assistant, Assertive Community Treatment

Administrative Assistant, Assertive Community Treatment #1725

The Assertive Community Treatment Program is designed to ensure that clients with the most severe and persistent mental illnesses receive an array of wrap around services that will assist them in living in their chosen communities as independently as possible, assist in connecting them with appropriate medical services and decrease inpatient hospitalizations and/or encounters with law enforcement.

The Administrative Assistant provides administrative support to the Assertive Community Treatment team.

Location: This position is based out of LifeWorks NW's Milwaukie site.

Salary Placement Notice:
The posted salary range reflects the compensation potential for this role. Most candidates will be placed between the entry level and midpoint of the range, depending on their experience and qualifications. However, more seasoned professionals with extensive exact or similar experience may be considered for placement toward the higher end of the range. Final salary offers are made in alignment with internal compensation processes in accordance with Oregon Pay Equity laws.

Essential Responsibilities:

• Schedule and coordinate meetings for ACT leadership. Responsible for taking minutes at meetings as needed. Distribute all documents and reports.
• Maintain agency and ACT team files, including grants, contracts, and site licenses.
• Prepare paperwork for invoicing to go to accounting, reports, memos, letters, and other documents both with and without a computer.
• Conduct research, compile data, and create graphic presentations for consideration and presentation by ACT leadership.
• Develop and maintain tracking systems for large amounts of data for program metrics.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Make travel arrangements for ACT staff in the service area as needed.
• Perform general office duties such as ordering supplies, credit card reconciliations for ACT leadership.
• Provide clerical support with grants, including coordination of workflow, document preparation, proofreading, and delivery of the finished product.
• Coordinate events (training and otherwise) as assigned by ACT leadership, including managing invitations and/or registrations, preparation of materials, room and equipment preparation, and arrangingmeals and refreshments if necessary.
• TMACT Fidelity Support including prepare for reviews, maintain fidelity binders, collect evidence, self-audits, track fidelity metrics (staff: client ratios, caseloads, service frequency, community contacts), resolve documentation/data gaps
• Some Quality Assurance tasks related to billing compliance checks, encounter accuracy, state reporting requirements, fidelity/QI workflow optimization
• Provide some client-facing admin such as appointment reminders, transportation coordination, resource distribution
• Support staff onboarding: credentials tracking, training logs
• Responsibilities may include data entry, referencing information on the computer, scheduling, running basic reports.
• Check e-mail/voice mail daily when working; respond to calls within 48 hours or sooner if appropriate.
• Coordinate the ACT team calendar. Open, sort, and distribute incoming correspondence, including faxes.
• Travel between sites or in the community.
• Occasional evenings/weekends required.

Requirements:

• High school diploma/GED.
• A minimum of three years of prior experience providing administrative support and/or formal education.
• Good computer skills including a functional knowledge of Outlook, Word and Excel. Ability to master proprietary software which may include online scheduling and billing. Must be able to keyboard 60 wpm.
• Demonstrates effective communication skills and maintains a cooperative working relationship with others in a culturally diverse environment.
• Requires access to a car and valid driver's license.
• Requires ability to work some evenings and/or weekends.
• This position is represented by the AFSCME union

Equal Opportunity Employer

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