Administrative Assistant
2 months ago
SUMMARY: The Administrative Assistant works as an integral part of the Program Team. The Administrative Assistant will perform, but is not limited to the following duties: responsible for administrative functions including billing, clerical, bookkeeping, accounting and other related office duties. This position may require a flexible schedule including 1st and 2nd shifts and Saturdays. The agency has the right to change shifts based on the needs of the organization.
ESSENTIAL FUNCTIONS:
Position Specific Duties
- Provide assistance in the area of program billing, report preparation, purchasing, bookkeeping, etc.
- Direct, supervise and perform office-related duties including but not limited to typing, filing, preparing memos, letters, and agendas, faxes, composing correspondence and providing telephone coverage.
- Assign, check, and review quality and quantity of work performed and resolve questionable cases or problems.
- Orient and train new and/or regular staff as needed.
- Utilize the computer in preparing various monthly billings, databases, spreadsheets, and other related data.
- Maintain all assigned office equipment in a clean and workable condition.
- Ensure all assigned files, records, and databases are maintained in a neat, orderly, and efficient manner for reference and follow-up purposes.
- Makes recommendations regarding new and /or modified office procedures, policies and office equipment.
- Answer and resolve a variety of questions, problems, informational requests, discrepancies, etc. within scope of own position responsibilities.
- Assist the agency's Finance Department by performing accounting and related functions including but not limited to: accounts receivable and payable, 3rd party billing and tabulation, bank deposits, reconciliations, etc.
- Observe and identify consumer concerns and communicate with the clinical team.
- Ability to climb three flights of stairs to deal with emergencies.
- Ability to respond to emergency situations by placing calls to Fire, Rescue, Police, and Medical etc.
- Complete all required documentation in a timely manner.
- Perform program recordkeeping, filing, and the organization of vital documents.
- Provide telephone coverage for the assigned program and direct calls to other programs as needed.
- Participate in required supervisions, staff meetings and trainings.
- Participate and cooperate in any investigations conducted by internal and external agencies.
- Ability to use a computer including inputting information into data systems.
- Remain awake during your shift at all times.
- Attend all mandatory trainings and update all licenses and certifications.
- Adhere to program/project/department requirements and services.
- Follow all reporting guidelines by deadlines including the completion of a Confidential Incident Report.
- Associate's degree in business management preferred.
- Minimum of two years of experience with office management, supervisory experience, and billing Managed Care Organizations/third party billing required.
- Superior attention to detail, organizational skills, analytical skills, computer skills and multi-tasking skills.
- Excel in verbal and written communication skills
- Good working knowledge of computers, electronic health records and data collection.
- Requires valid driver's license due to business-related travel.
- The work noise level is that of an average busy home.
- Ensure safety through fire drills and emergency evacuations.
- Ensure a safe workplace to reduce potential risk of violence.
- Ensure a safe and clean program addressing and communicating any facility issues.
- Observe all health and safety requirements including Tuberculosis (TB) screening.
- Abide by the Hazard Communication policy and the disposal of hazardous waste.
- Abide by the Blood Bourne Pathogens/Universal Precautions policy and procedure.
- Adhere to all emergency evacuation procedures.
- Require good vision (the ability to see) either with or without various assistive devices.
- Requires the ability to hear either with or without various assistive devices.
- Requires the ability to communicate information effectively to others both verbally and in writing.
- Some manual dexterity is required in carrying out applicable aspects of position responsibilities.
- Some manipulative ability is required in carrying out applicable aspects of position responsibilities.
- Position requires overall light physical effort.
- Frequent climbing of stairs is required in carrying out applicable aspects of position responsibilities.
- Ability to quickly move throughout the facility in carrying out applicable aspects of position responsibilities
- Ability to quickly perform emergency-type actions as needed (Police, Fire, Medical, etc.)
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