Administrative Assistant - SRC Long

SUMMARY

The Administrative Assistant provides administrative and clerical support to the Serenity/HHH Program staff.

Responsible for the facilities day- to-day clerical operations

Perform office duties that include: filing, copying and printing, manage the program office supply inventory, replenishment, and distribution

Handling and managing program petty cash, ensuring expenditures are justifiable, collecting receipts and processing reimbursement forms in a accurate and timely manner

Purchasing, handling and managing transportation appointment for the patients., process reimbursement forms in a accurate and timely manner

Ensuring staff is adhering to program and contracted policy and procedures with the

Processing and handling of confidential documentation and materials

Manage the collection and distribution of company mail

Manage the maintenance and replacement of office equipment such as copiers, faxes, meters and any other office equipment

Assist with the planning and coordination of special projects, presentations, dissemination of information, and program events

Prepare confidential documentation for Serenity/HHH staff; accurately record, organize, and distribute

Ensure all program reporting is done in a completed and timely manner

Act as liaison to all clinical staff to ensure efficient coordination and completion of documents needing review and/or approval based on the DHS contracted and program standards

Independently maintain all DHS; perform file audits to ensure proper record keeping, analyzing, coding, indexing and storing; records are to be complete, accurate, and adhere to DHS contracted and program standards per HIPAA and government funding regulations

Manage all enrollments and conduct monthly chart audits for chart completeness and accuracy.

Manage agency wide processing and responding of client record requests per HIPAA regulations when requests from authorized users and/or clients are received

Plan and coordinate clinical staff trainings and new employee orientation classes; schedule and assist where needed with all levels of staff; create, manage and produce presentations and reading materials for attendees and presenters

Attend and take minutes for Serenity/HHH staff meetings as requested. Maintain minute records.

Provide direct support to clinical staff and director in the creation of memos, reports, policy and procedures, and other confidential materials in reference to the staff and program needs

High school diploma or equivalent.

Minimum two years’ related experience or training

Detail oriented with good time management, organizational, written, verbal, and interpersonal skills

Able to maintain a high level confidentiality

Able to handle sensitive and confidential situations with poise, tact, and diplomacy

Excellent computer skills, including familiarity with Microsoft Word, Outlook, Excel, PowerPoint and agency wide database applications

Able to learn quickly and work effectively with individuals at all levels of the organization and with minimal to no supervision

Able to set priorities, meet deadlines, and juggle multiple competing tasks and demands

May necessitate working in busy and loud environment

Will be exposed to elements like cold, heat, dust, noise and odor

May need to bend, stoop, twist , and pick up heavy materials for short periods of time

Maintain a safe work environment and confidentiality at all times

Be proactive, creative, and flexible in determining, evaluating, researching, and resolving issues

Organize and prioritize multiple activities to meet all external and internal deadlines

Maintain professional demeanor that reflects positively on the agency

Demonstrate respect and courtesy toward others

Able to thrive in a work environment emphasizing teamwork and collaboration

Respond in a timely manner in all aspects of communication