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Administrative Support Specialist

2 months ago

Duluth, Minnesota, United States AHL Healthcare Group Inc. Full time
Administrative Assistant Opportunity

AHL Healthcare Group Inc. is seeking a part-time Administrative Assistant to provide support to our team at Our Brainerd House (IRTS).

Job Summary:

The Administrative Assistant will be responsible for managing the phone, handling incoming calls, addressing faxes, coordinating recipient appointments and outings, and providing exceptional customer service to recipients, coworkers, and providers.

Key Responsibilities:
  • Manage the phone and handle incoming calls, determining the purpose of callers and forwarding calls to appropriate personnel.
  • Retrieve messages from voice mail and forward to appropriate personnel.
  • Complete appointment-related tasks for recipients, including documentation, appointment boards, and follow-up.
  • Answer the door, welcome on-site visitors, and announce visitors to appropriate personnel.
  • Compile staff meeting agendas and prepare current recipient outlines for each staff meeting.
  • Track staff meeting auxiliary paperwork and follow up with staff to obtain required documents in a timely manner.
  • 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 drafts per Treatment Director instructions.
  • Enter monthly receipts and prepare draft budgets for Treatment Directors.
  • Send weekly recipient billing reports to corporate billing officers.
  • Complete daily bed updates for Minnesota Mental Health Access requirements.
  • Send and retrieve faxes and deliver to appropriate personnel.
  • Maintain and clean staff offices, including emptying trash and cleaning community spaces as needed.
  • Maintain lists of applications, set up interviews, and send weekly reports to Human Resources.
  • Scan and file documents for Registered Nurses or other staff as assigned.
  • Prepare draft payroll spreadsheets for Treatment Directors.
  • Coordinate and update group programming and handout materials as assigned.
  • Review weekly group tracking and tally recipient totals, notifying Treatment Directors 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