Administrative Asst

Essential Job Functions

• Communicate effectively in writing, on the telephone and in person


• Sit or stand continuously for periods up to 2 hours


• Operate computer for continuous period up to one hour.


• Lift and carry items weighing up to 20 lbs.


• Complete written forms and reports


• Operate office equipment such as telephone switchboard, calculator, copier, printer, and facsimile machine.

Key Program Activities

• Operate main telephone and serve as receptionist; ensure calls are forwarded automatically to on-call service at end of day or during emergency.


• Maintains Interpreters Logs and files: process calls for interpreter services.


• Prepare and process new admission paperwork and reports to support IntegriHome Team Meetings.


• As assigned, prepare information and admission packets.


• Electronically file documents in open and closed medical records daily, per procedure as assigned.


• Send facsimiles and process incoming facsimiles.


• Deliver provider orders when necessary and obtain provider signature to ensure agency compliance


• Enter information and electronic medical record and produce reports as assigned.


• Prepare daily mail as needed.

• Update RN on-call calendar; Communicate schedule changes to IntellaTriage.


• Maintain adequate inventory and organization of medical supply closet.


• Other duties as assigned.

• Participate in agency Quality Improvement process as requested.


• Maintain basic understanding of agency services, organization events, eligibility funding and mission.

Administrative Expectations

• Order and maintain adequate inventory of office supplies.


• Maintain staff directory and emergency phone tree; redistribute to staff when directory is revised


• Coordinate the supply, distribution, and maintenance of clinical staff cell phones and pagers.


• Maintain knowledge and skill level adequate to provide back-up or assistance to other clerical staff when needed.


• Attend agency meetings (monthly staff, department meetings, in-services, etc.) and record minutes as assigned.


• Meet individual and program expectations and goals as identified through performance appraisals, the annual plan or by the supervisor.

Qualifications

            (Minimum qualifications will be considered required unless specifically stated otherwise)

Experience: 

• Recent experience in word or data processing, preferably in a medical setting.


• Demonstrated word processing and data entry skills.


• Recent experience as a telephone/visitor receptionist or demonstrated ability to manage and route incoming telephone calls.


• Basic knowledge of medical terminology, medical records management and medical insurance highly desirable.


• Good basic skills in business correspondence composition, style, grammar, alphabetizing and spelling.

Education, Training, Licenses: 

(Acquired through formal education, outside study, training on jobs of lesser degree, or by any combination of these. May be expressed in terms of formal educational equivalents): 

• High school diploma or equivalent required


• Training in office skills, secretarial science, data/word processing.

Other Requirements:

• Demonstrates good written and oral communication skills and public relations skills.


• Demonstrates autonomy, organization, assertiveness, and flexibility and cooperation in performing job responsibilities.


• Demonstrates excellent observation, verbal and written communication skills.


• Must be able to read, write and speak the English language proficiently.


• Must have proficient computer skills.


• Handle multiple tasks and meet deadlines.


• Ability to plan, organize, develop, implement and interpret the programs, goals and objectives, policies and procedures that relate to the compliance function.


• Must possess the ability to make independent decisions when circumstances warrant such action.


• Must possess the ability to deal tactfully with personnel, patients/ family members, visitors, government agencies/personnel and the general public.

Working Relationships:

• Title of direct supervisor: Branch Manager


• Key Contacts (external/ internal):

Branch Manager, Referral/ Intake team; Interdisciplinary Team members; Human Resources

Working Conditions

• Uniform / Dress Requirements (Beyond those requirements outlined within Policy No. C:3-015.1): None

Work Environment:

• Working Conditions: Office environment. Subject to varying and unpredictable situations.  Handles emergency or crisis situations. 


• OSHA exposure category: Category III
  
  
  
  • Category I ― Position includes tasks that involve exposure to blood, body fluids, tissues.
  
  
  • Category II ―Position includes tasks that involve no exposure to blood, body fluids, tissues, but employment may require unplanned Category I tasks.
  
  
  • Category III ― Position includes tasks that involve no exposure to blood, body fluids, tissues; would not be required to perform Category I tasks.