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Administrative Assistant

2 months ago

Duluth, United States AHL Healthcare Group Inc. Full time
AHL HealthCare Group is seeking a part-time Administrative Assistant to join our team at Our Brainerd House (IRTS).

Job Summary:

The Administrative Assistant will focus on providing support to leadership and coworkers including managing the phone and handling incoming calls, addressing faxes, coordinating recipient appointments and outings, and the ability to provide exceptional customer service to recipients, coworkers and providers. The person in this position will have excellent knowledge of administrative and clerical procedures, knowledge of computers and relevant software applications, and is able to interact and support recipients in the program. This position will demonstrate the ability to manage and update recipient appointment calendars, staff schedules and keep the office space organized.

Hours of Position:
•Part-Time
•Days
•Monday-Friday

Compensation:
•$18.00-$19.00/hour, depending on qualifications

Qualifications:

Course Work Qualification Set
  • High School Diploma, associate degree or two years post-secondary education or a total of 15 semester hours AND
  • 30 hours of training in the following: recipient rights, recipient-centered ITP, Behavioral terminology, MI, co-occurring, psychotropic meds, functional assessment, community resources, adult vulnerability, and recipient confidentiality
Life Experience Qualification Set, (within the last 10 years)
  • 3 years personal life experience serious & persistent MI OR
  • 3 years personal life experience as primary care giver to adult serious & persistent MI, TBI, SUD, or DD OR
  • 2000 hours supervised paid work experience in delivery of adult MI or TBI services OR
  • Fluent in non-English language that 20% of recipients belong to
  • Receives monthly documented clinical supervision by MHP during first 2000 hours of employment
Essential Duties and Responsibilities:
  • Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel.
  • Retrieves messages from voice mail and forwards to appropriate personnel
  • Complete appointment related tasks for recipients including documentation, appointment board, appointment handouts and return follow up.
  • Answers the door, welcome on-site visitors, determines nature of business, and announces visitors to appropriate personnel
  • Compiles staff meeting agenda and prepares current recipient outline for each staff meeting
  • Track staff meeting auxiliary paperwork and follow up with staff to obtain in required time frame.
  • Organize paper files and track needed recipient documents for DHS tracking.
  • Notify and track staff training and follow up with staff who need to complete monthly trainings.
  • Create monthly staff schedule draft per Treatment Director instructions.
  • Enter monthly receipts and prepare draft of budget for Treatment Director.
  • Send weekly recipient billing report to corporate billing officer.
  • Complete daily bed update for Minnesota Mental Health Access requirement.
  • Send and retrieves faxes and deliver to appropriate personnel.
  • Maintains and cleans staff office and Treatment Director offices including emptying trash and clean any other community spaces as needed.
  • Maintain list of applications, set up interviews and send weekly reports to Human Resources.
  • Scan and file documents for Registered Nurse or other staff as assigned.
  • Prepare draft of payroll spreadsheet for Treatment Director.
  • Coordinate and update group programming and handout materials as assigned.
  • Review weekly group tracking and tally recipient totals. Notify Treatment Director of recipients not meeting standards.
Benefits:
  • Health Insurance
  • Dental Insurance
  • Supplemental Insurance (Short-term Disability, Life Insurance, Accident, Critical Illness
  • Paid Time Off
  • Performance-Based Wage Increases
  • Longevity & Referral Bonuses
  • Employee Assistance Program