Administrative Assistant - ACTT Program

Summary:

The Administrative Assistant / Front Desk keeps Southeastern Integrated Care business operations and activities organized and moving forward. The person that functions in this role must be an energetic, self-starter who can recognize where processes can be improved and who can take the initiative to improve them. This position is responsible for providing administrative support to staff and assuming reception and phone duties.

Essential Duties and Responsibilities:

• Assumes receptionist duties, greet public and refer them to appropriate staff members, answer phone, route calls, and take messages;

• Assists in the maintenance and/or modification of client data collection in the agency EHR system to ensure information remains as up-to-date as possible.

• Manages all inbound and outbound mail;

• Maintains lobby and front desk area, keeping it clean and free from clutter;

• Updates and maintains mailing lists;

• Maintains appropriate interpersonal relationships with employees, peers, and consumers;

• Receives and screens visitors and/or telephone calls, providing general and specialized information;

• Researches and responds to requests or refers complaints and requests to other staff when warranted;

• Manages all necessary administrative and office management tasks;

• Mentors new team members;

• Designs, organizes and maintains specialized and custom forms, records, reports, files and logs to support technical work processes in areas of assigned responsibility;

• Schedules assigned appointments, meetings and conferences;

• Manages the set up of conference rooms and acts as secretary for all necessary meetings, providing details and correct notes and other forms of follow-up;

• Reviews all documentation for accuracy, neatness, and compliance with necessary processes and procedures;

• Other duties as assigned.

Supervisory Responsibilities:

This position does not oversee staff.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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/Experience

• High school diploma, GED, or equivalent;

• Minimum 2 years in a clerical or administrative role;

• Knowledge of healthcare and clinical terminology, regulations, and best practices;

Job Description

• A combination of education and experience may be acceptable.

Required Skills/Abilities

• Ability to problem solve and work both independently and in a team;

• Excellent communication and organizational skills;

• Demonstrated proficiency with Microsoft Office/Google Workspace applications;

• Ability to maintain confidentiality;

• Sensitivity to the needs of persons with MH/SA/DD concerns;

• Ability empathetically interact with beneficiaries and their families.

Certificates, Licenses, Registrations

N/A

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work is typically performed in an office environment, with a moderate noise level.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Movements including but not limited to prolonged periods of sitting at a desk and working on a computer, occasional standing, walking, bending, and reaching are required.

• Regularly required to use hands to handle or feel; talk; see; and/or hear. Specific vision abilities required by this job include close vision and color vision.

• Must be able to lift up to 15 pounds at all times.