Administrative Assistant

MECA Therapies is looking for an Administrative Assistant to join our professional team. 

MECA Therapies is the largest pediatric rehabilitation provider in the state of New Mexico. Our mission is to strive everyday towards ensuring that our families and their children have access to the highest quality of care in the communities we serve. 

Job Description:

The Administrative Assistant is responsible for assisting the Regional Director in managing daily functions that occur in the counties served. They are responsible for managing the day-to-day office activities.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this job description are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Licensure:

High School Diploma, GED, Associate Degree OR equivalent experience in office administrative positions.

General Requirements:
• Knowledge and experience in office management
• Friendly demeanor when interacting with patients, families, referral sources, and other staff members.
• Proficient computer skills in Microsoft and database systems
• Proficient organizational and record keeping skills.
• Effective oral and written communication
• Excellent interpersonal and teaming skills
• Ability to multitask.
• Exercise a high level of confidentiality.
• Ability to arrive to work on time.

ESSENTIAL DUTIES
The Administrative Assistant will operate within Local, State and Federal Regulations as well as adhere to all MECA policies and procedures by:
1. Answering all incoming phone calls, taking messages, and assisting with inquiries before directing to appropriate staff.
2. Greeting all guests and directing them to the proper department/staff.
3. Maintaining sign-in and sign-out sheets and ensuring all staff and guests sign in and out.
4. Processing and distributing all incoming mail and fax reports.
5. Maintaining inventory to include janitorial supplies and office supplies.
6. Reviewing evaluation protocol cabinet on a regular basis and requesting additional protocols as needed (when there are 10 remaining of any domain).
7. Reviewing materials to ensure we have an adequate amount (i.e., FIT family handbook, prior written notice, developmental wheels, and rights and safeguards forms).
8. Checking fire extinguishers monthly.
9. Auditing all billing and weekly payroll in outlying regions.
10. Setting up conference room for meetings and trainings, ensure sign-in sheets are available at staff meetings/in-person or zoom meetings and send to HR along with the meeting agenda.
11. Completing new hire tasks: key acknowledgments, building codes acknowledgments, USB acknowledgment, Medicaid portal acknowledgment, first aid acknowledgement, universal precaution kit acknowledgement, chrome/surface acknowledgment as appropriate, and deactivate building codes when staff are no longer with company.
12. Updating policy and procedures on all computers annually and as needed.
13. Maintaining computer needs and updates.
14. Maintaining copy machine and postage machines and needed supplies.
15. Ensuring that all doors are opened and locked each day.
16. Keeping track of and signing out all laptops, IDA kits, and hearing machines to include notifying Regional Director of supply needs and repairs needed.
17. Placing exited FIT files into manila folders and filing them in transition cabinet in alphabetical order.
18. Creating and maintaining intake packets and stocking current forms so they are readily available.
19. Completing duties as assigned by Regional Director or Assistant Regional Director.
20. Other duties as assigned.