Administrative Assistant

24 hours ago

Philadelphia, United States Public Health Management Corporation Full time

PHMC is proud to be a leader in public health. PHMC requires all employees to be fully vaccinated for COVID-19 before the first day of employment. We will offer the vaccination at no cost via our Health Centers.

SERVICE AREA: Mental Health Services

SUBSIDIARY: The Center for Autism (CFA)

JOB OVERVIEW: The Administrative Assistant is primarily responsible for all administrative support for evening services (Social Competency Program, STEP, Outpatient Therapy Clinic, and Evaluation Services).

HOURS: Monday through Thursday from 11:00 A.M. to 7:00 P.M.; Saturday from 9:30 A.M. to 2:30 P.M.

REPORTS TO: Administrative Intake Manager

RESPONSIBILITIES:

Essential Duties & Responsibilities

* Provide front desk coverage Monday through Thursday 3:00-7:00 P.M. and Saturday 9:30 A.M. to 2:30 P.M.
* Interact professionally and proactively with clients, visitors, and staff.
* Check in clients and obtain any paperwork needed and ensure EHR records are up to date.
* Maintain/manage transportation information and updates for STEP/SC clients.
* Answer and direct incoming calls/faxes to the appropriate party promptly and efficiently and handle all correspondence for evening/weekend services.
* Be responsible for registering checks and handling cash at the front desk.
* Be responsible for sending outreach letters to clients.
* File, copy, scan, and perform other administrative documentation as needed.
* Maintain client attendance records/completion of billing sheet that records bus times.
* Maintain and document contact regarding appointment no-show log.
* Manage, sort, and distribute mail, packages, correspondence, and electronic communications for staff.
* Perform additional duties as assigned by the Administrative Manager.
* Actively look for ways to support the staff with various administrative or project-related tasks.
* Ensure scheduling on Credible is up to date.
* Handle requests for scheduling/rescheduling needs onsite, including no-shows and cancellations.
* Check inventory and maintain reception area and storage spaces to meet appearance standards.

Communication

* Express oral information clearly and concisely.
* Express written information clearly, concisely, and legibly.
* Use effective listening skills: pay attention, give thoughtful consideration, and demonstrate regard for the feelings and needs of others.
* Take responsibility for the clarity of information conveyed and received.
* Communicate using tact, discretion, and diplomacy at all times.
* Convey relevant information in a timely way.
* Professionalism
* Regular and timely attendance at work
* Effective time management: prioritize and organize activities and tasks so that work is completed in a timely manner
* Timely attendance at meetings
* Consistent, independent completion of assignments
* Demonstrate an understanding of the role, the boundaries of the role, and how the role fits into the organization.
* Take ownership and responsibility for the role.
* Follow established policies and procedures.
* Accurately represent the Center's philosophy and values.
* Maintain the Center's standards of quality.
* Take responsibility for own learning and professional development.
* Actively participate with supervisor in the performance management process.

Teamwork

* Demonstrate awareness of responsibility towards a common goal.
* Demonstrate a clear willingness to help in all work situations.
* Adapt to changing demands.
* Present suggestions in a constructive and objective manner.
* Recognize and value the contributions of others, demonstrating regard for multiple perspectives.
* Work to create group cohesion.

Problem-Solving

* Assess problems with accuracy.
* Based on assessment, make decisions best suited to meeting the needs of the situation.
* Discern between immediately pressing situations and longer-term ones.
* Mitigate problem situations by using a constructive, professional approach.
* When necessary and suited to the context, gather additional information and consult other resources.
* Consider other perspectives and multiple options.
* Generate alternative approaches to problems.
* Implement solution(s) effectively.
* Demonstrate awareness of consequences and/or implications of judgments.
* Integrity
* Deal with others in a fair, honest, and straightforward manner.
* Honor commitments.
* Demonstrate trustworthiness.
* Take responsibility for failures and share credit for successes.
* Demonstrate high ethical standards.

Caring and Empathy

* Demonstrate interest/concern on behalf of another person.
* Demonstrate sensitivity to the feelings, thoughts, and experiences of others.
* Demonstrate an understanding of the importance and unique qualities of others without regard to gender, race, or other defining characteristics.

Cultural Competency

* Demonstrate respect for, understanding of, and knowledge of the differences among people as they relate to values, lifestyles, norms, beliefs, and opportunities.
* Demonstrate an awareness of one's own culture and how it impacts his/her perspective and interactions with others.

Other

* Take responsibility for the neatness of personal space.
* Report safety hazards.

QUALIFICATIONS:

* Minimum of a high school diploma or equivalent
* Minimum of one year of relevant experience
* Computer skills and familiarity with current software products
* Accurate typing skills with a minimum typing speed of 45 WPM
* Excellent communication and organizational skills
* Employee must have the physical ability to work on a computer, use a phone, and perform other standard office duties.

CONFIDENTIALITY:

* It is the policy of The Center for Autism that Clinical Records are the property of The Center for Autism and shall be current and accurate. Clinical records are only accessible on a need-to-know basis and may not be duplicated, removed from the facility, or discussed outside the facility. Any staff member who is entrusted with a clinical record is responsible for safeguarding the information in the record against loss, defacement, tampering, or use by unauthorized persons.
* Progress notes have to be secured at all times.
* Except as required by law, the written consent of the client, parent, family, or other legally responsible parties is required for the release of clinical record information.

SALARY GRADE: 14

PHMC is an Equal Opportunity and E-Verify Employer.

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