Administrative Specialist - Part-time

Job Title
:
Administrative Specialist

Department/Program
:
Outpatient Mental Health Services

Reports to
:
Assigned Supervisor

FLSA status
:
Non exempt /hourly

Location
:
Milwaukie

Job Type
:
Part Time/In-person

Shift
:
Closing shift (ability to work until 6:00/7:00 most evenings.)

Salary
: $20.06/hr.

- $22.09/hr. (Bilingual Spanish - $21.86/hr.

- $24.07/hr.)

We are a Joint Commission and Sanctuary accredited non-profit organization that provides a comprehensive array of services to children, adolescents, and their families. As an agency, Morrison, its team members, and clients commit to the following values of trauma-informed care:

• Nonviolence
  -being safe and doing the right thing
• Emotional Intelligence
  -managing our feelings so we don’t hurt ourselves or others
• Social Learning
  -respecting and sharing ideas of our teams
• Democracy
  -shared decision making whenever possible
• Open Communication
  -saying what we mean and not being mean when we say it
• Social Responsibility
  -everyone makes a contribution to the organizational culture
• Growth and Change
  -creating hope for our clients and ourselves

The Administrative Specialist is responsible for performing multifaceted general administrative supports for Outpatient Clinic(s).

• Assists with daily administrative operations of the clinic including but not limited to: opening and/or closing the clinic; scheduling clients; making reminder calls; performs verification checks of client eligibility of insurance and authorization for services; checking in clients/families/visitors and directing them to the waiting area or meeting room; informing staff of client/visitors’ arrivals or cancellations; maintains an orderly and neat waiting area/lobby;
  
  monitors clients and families who may have emotional and/or behavioral challenges in the waiting area/lobby; addressing, redirecting and/or problem solving with upset, angry, delayed, severely traumatized, emotionally and/or behaviorally challenged clients and families; engages difficult clients in activities; communicates concerning behaviors with assigned therapist; assists with medical transport.
• Assists with administrative operations of client information including but not limited to: processing and entering client intake documentation; ensuring data entry in client electronic heath records (EHR) is accurate; client records are scanned into the accurate EHR section; client EHR is maintained and ready for appointments; maintain any existing client paper files; maintain chart area to ensure files are secure, organized, and accessible;
  
  ensuring pertinent ongoing forms and documentation is scanned and uploaded correctly into the client’s EHR; process records requests and subpoenas; archive paper files and maintain closed file database for stage facility; order charts from storage facility; assist with opening and closing client’s EHR.
• Perform administration functions including but not limited to: filing; photocopying; scanning; typing; faxing; data entry in multiple databases; recordkeeping; opening, sorting and distributing mail; answering multi-lined phones, screening incoming calls; checking voicemail; transferring calls; emailing; greeting visitors and answering questions; setting up and managing spreadsheets and databases; assisting with general word processing of letters, forms, reports, etc.; responds to commonly-asked questions or directs individuals to the necessary person.
• Provides administrative support to clinical staff; provides coverage for other support staff as requested by supervisor; creates a positive team environment.
• Participates in assigned staff meetings, other meetings and committees.
• Is aware of Morrison Compliance Program including Compliance Officer,…