Administrative Assistant

4 weeks ago

Gardner, United States GAAMHA Full time
Job DescriptionJob DescriptionThe Administrative Assistant (AA) role at GAAMHA's Substance Use Disorder Services (SUDS) is multifaceted, involving a range of operational and administrative duties. The AA supports multiple programs and departments, assists managers and supervisors, and coordinates the reception functions of the SUDS office, ensuring smooth daily operations.

Responsibilities and Duties:
  • The AA is responsible for receiving guests and visitors to GAAMHA’s SUDS office and ensuring that all who visit are made to feel welcome and comfortable. This task includes keeping the reception area clean and well stocked.
  • The AA receives calls about GAAMHA SUDS programs and directs/transfers calls to appropriate programs or personnel. Also, ensure that the phone extension list is updated regularly with the publication date.
  • The AA receives rent payments and patient fees in person, processes payments via telephone, and logs all necessary information in GAAMHA’s EMR and Accounting systems.
  • The AA receives calls, manages appointments, and processes new patient intakes for Outpatient Services and Community Resource Services (as needed). This includes processing insurance authorizations and contacting insurance companies as needed. Also, enter new patient data into the EMR for review by designated OPS personnel.
  • The AA will help coordinate meeting schedules, assist with the creation of PowerPoints and presentations as needed.
  • The AA will prepare a SUDS weekly bed availability list for both email and social media distribution.
  • The AA assists with the development of marketing materials to include posters, pamphlets, flyers etc.
  • The AA must adhere to applicable laws, regulations and agency policies governing the disclosure of client identifying data and confidentiality.
  • Performs other duties as assigned by supervisor.
Qualifications:
A High school diploma or equivalent is required. Minimum of two years of experience working in an office environment, with experience in an administrative or operations support role preferred. Knowledge of SUD services and health insurance billing are a plus. Must be familiar with a wide variety of business information systems, platforms, and software systems. The applicant must have excellent organizational and interpersonal skills (verbal and written) and the ability to establish strong relationships at all levels.

Supervision Given: None

Supervision Received: The Administrative Assistant is supervised by the Vice President

Schedule:  Monday-Friday 8:00 am-4:00 pm
 

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