Assistant Admin II - Women in Recovery

JOB SUMMARY:

Provide skilled administrative support to assigned management and professionals. Monitors office process and procedures and works with supervisor to create efficiencies. Provide back-up support for front desk specialists, as needed. Other responsibilities encompass:
1) maintain and develop data collection and entry processes for WJT and WIR as needed,
2) manage documentation and admission requirements, and
3) billing program enrollments, coordinate special projects as assigned.

POSITION SPECIFIC

DUTIES & RESPONSIBILITIES:

Administrative Duties

* General administrative support

* Provide administrative support to supervisor.

* Perform related data entry tasks and database management tasks. Create forms, tables, spreadsheets, and assists in special projects.

* Maintain filing for program.

* Register clinician and/or directors for conferences. Arrange travel/lodging, if necessary.

* Provide on-site consultation and problem-solving expertise for office staff.

* If applicable, work closely with other super users to identify and utilize the full potential of the EHR system.

* Identify and immediately communicate related workflow issues, concerns, and/or operational functions to the Supervisor to improve efficiency and client service.

* Cover front desk for meetings, lunch, PTO and unexpected absences.

* Inventory and maintain adequate supply of staff and program materials.

* Compliance Duties - if applicable/varies by program

* Complete Medicaid Eligibility Verifications and procure of Medicaid numbers and Member  when required.

* Monitor and comply with standards for implementation of program assessment tools; provide notification/reminders to staff for compliance with contracts.

* Provide notifications to staff and directors of needed updates and/or system improvements.

* Utilize EHR system and other resources to supervisor; generate and delivery assigned daily, weekly, and monthly reports.

* Administer and process client kiosks and electronic assessments as needed.

* Cash and credit card management

* Conduct bank runs for petty cash and change reserve, purchase gas cards, and follow agency protocols regarding check-out of agency charge cards (i.e. Wal-Mart, Office Depot, etc.).

* Reconcile credit card statements by compiling receipts and other needed documentation, and ensure receipts are obtained at time of purchases.

* Ensure safety and security of all agency monies (i.e. petty cash funds, assigned agency credit cards, etc.) with highest integrity by following all established policies on front desk cash handling and reconciliation procedures.

Front Desk Duties.

* Telephone Operations:

* Answer all incoming calls timely, provide general program information, and transfer to appropriate parties, when necessary. Schedule callers with upcoming appointments, when necessary.

* Demonstrate proper telephone etiquette and maintain solid customer relations by handling questions and concerns promptly and with courtesy and patience. Take and distribute messages as requested.

* Promptly report concerns regarding telephone dysfunction to the front desk supervisor or manager of support services.

* Utilize the EHR system efficiently to answer callers' questions, as appropriate given clients' rights and legal and ethical considerations.

* Maintain logs of calls and any additional information required for various reports or special projects requested by management.

* Ensure daily opening and closing of building. Ensure call forwarding has been set each evening and system is restored each morning.

* Front Desk Workflow:

* Open and close building daily. Set call-forwarding before leaving each evening and restore system each morning. Ready the reception area each working day and ensure the front desk is fully operational at the start of business hours.

* Provide signage on front desk and door for agency and holiday closures.

* Maintain daily, weekly, and monthly operations by following policies and procedures.

* Update directories and reference material kept at the front desk.

* Establish and maintain office files, logs, and other administrative front desk reports.

* Identify areas of system improvement; suggest changes to supervisor.

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