Administrative Assistant

Job Title: Administrative Assistant

Reports To: Adolescent Program Director

Imagine Adolescent Program is a growing organization dedicated to helping teens and their family members in crisis, suffering from mental health disorders, substance abuse and unresolved trauma. Imagine provides a unique setting that provides affordable and effective treatment. Organizational values include humility, heart, inspiration and conviction. It is our commitment to remain passionate about helping our clients and their families. We aim to be the leader in fighting addiction, helping families heal, and educating our community about the disorders we treat. In short, our mission is to help people get their lives back and show them respect and empathy in the process.

POSITION SUMMARY: As a key member of the Northpoint team, the Administrative Assistant is responsible for handling patient-facing duties as well as general office management tasks. This person will ensure the proper reception of all patients, clients, and visitors into the facility and greet all incoming patients, visitors, and staff with a friendly, smiling face and a helping hand. The Administrative Assistant will work closely with the expanded team to ensure facility day to day operations are running appropriately. The ideal candidate has excellent communication and multitasking skills, problem solving skills, a positive attitude, and a strong work ethic.

ESSENTIAL RESPONSIBILITIES AND DUTIES INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:

• Coordinate office management schedules, coverage, and team needs
• Client and staff Telehealth liaison
• Responsible for the completion and collection of all necessary intake paperwork and documentation
• Track patient information and statistics in support of The Joint Commission requirements
• Assist leadership in developing data tracking processes and trainings needed to improve the team
• Track facility maintenance needs
• Complete inventory ordering for designated facility
• Schedule and complete fire drills, egress testing, safety committee meetings, infection control meetings
• Responsible for environmental cleanliness, organization, and presentation
• Reception duties; scheduling of clients, answering telephone, customer service needs, follow up calls, track attendance, send out appointment reminder alerts, assist in Medicaid transportation, process incoming mail
• Coordinate client UA results with multidisciplinary team
• Maintain lobby environment to promote warm and welcoming surroundings, including seasonal décor
• Ensure a safe and secure lobby environment for employees, clients, guardians, and visitors
• Facilitate client arrival and departure from programming
• Schedule, organize, and manage Joint Commission and facility compliance needs
• Screen and monitor visitors and connect them with the appropriate staff member
• Display initiative by identifying problems and making recommendations to solve them
• Answer inquiries and obtain information for general public, clients, visitors and staff in an expedient, professional and courteous manner
• Manage and provide training to incoming and current reception and clinical staff for front desk duties
• Liaise with facility vendors including cleaning, maintenance, and transportation services
• Organize, maintain, and create client orientation packets
• Work collaboratively with management positions in creating and identifying efficiencies within the facility
• Plan in-house activities such as parties, celebrations and trainings
• Adhere to all company policies and procedures
• Maintain confidentiality in accordance with 42 CFR Part 2 and all other established policies, procedures, and standards of care
• Performs other related duties and special projects as assigned

QUALIFICATIONS/REQUIREMENTS FOR THE POSITION:

• Must be at least twenty-one (21) years of age
• Excellent communication skills, telephone and office etiquette
• Knowledge of Microsoft Office Suite, data entry software and other office related computer software
• Excellent time management skills
• Ability to perform duties with minimal supervision
• Action-oriented with the ability to: adapt to change, work independently, prioritize tasks, and drive to finish

PREFERRED KNOWLEDGE AND SKILLS:

• Excellent critical thinking skills
• Excellent organizational abilities
• Strong mentoring, and coaching experience to a team with diverse levels of expertise
• Exceptional written and oral communication skills
• Comfortable analyzing information and dealing with complexity
• Quickly and effectively identify and resolve problematic situations
• Able to handle confidential material in a reliable manner
• Ability to perform several tasks concurrently with ease and professionalism
• Ability to effectively prioritize workload in a fast-paced environment
• Strong attention to detail and accuracy
• Proficiency with Microsoft Office Suite

REQUIRED CERTIFICATES/LICENSES/REGISTRATIONS:

• Must be at least twenty-one (21) years of age
• Must maintain current nationally accredited CPR/First Aid/AED certification
• Must have a valid driver’s license and safe driving record

SUPERVISORY RESPONSIBILITIES:

• None

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work environment consists of inpatient and outpatient adult and adolescent treatment facilities. Exposure to emotionally impaired patients may be frequent. Stress ranges from low to high depending on the situation
• Job performed at a desk in front of a computer
• Requires heavy use of mouse and keyboard
• Indoor office environment
• Must have the reasonable ability to stand, walk, sit, use hands to finger, handle, feel, reach, climb or balance, stoop, kneel, crouch or crawl, talk, and hear. Must be reasonably capable of lifting fifteen (15) pounds
• Occasional travel may be required

CONDITIONS OF EMPLOYMENT:

• Completion of a tuberculin screening during the first week of employment
• Completion of a pre-employment drug screening, post-accident, and upon reasonable suspicion of use
• Completion of orientation and required paperwork before reporting to work
• Demonstrated computer literacy
• Completion of CPR/First Aid Training within the first 90 days of employment
• Attendance at all mandatory staff development and training
• Completion of background and professional reference checks
• Completion of a Motor Vehicle Record check

Pay: $21.00 - $25.00 an hour

Benefits:

• 85% Employer Paid Medical premium for employee level coverage – spouse and dependent premiums are subsidized at 50%
• 100% Employer Paid Basic Life Insurance equal to 1x annual salary
• 100% Employer Paid Employee Assistance Program
• Voluntary Dental, Vision, Short-Term Disability, and Supplemental Life & AD&D Insurance
• Pre-tax Savings Accounts for all IRS-allowable medical and dependent care expenses
• Continuing Education Benefits, Employee Referral Bonuses, Holiday Pay, and a generous paid time off plan
• 401K Retirement Plan and Employer Match
• Free parking

Ability to commute/relocate: Northgate – Seattle, WA: Reliably commute or plan to relocate before starting work (Required)

This job description is not intended, and should not be construed, to be exhaustive lists of all responsibilities, skills, efforts or working conditions associated with this job. It is meant to be an accurate reflection of the principal job elements essential for making fair pay decisions about jobs.

Employees with potential access to protected health information must comply with all procedures and guidelines governed by HIPAA.

Northpoint is an Equal Opportunity Employer. Northpoint is an At-Will employer. Employment may be terminated at any time by employee, or employer with or without notice.