Family Solutions of Ohio 

JOB DESCRIPTION 

Administrative Assistant

SUMMARY OF JOB DUTIES AND RESPONSIBILITIES: 

Business Office Operation and Safety: 

1. Responsible for day to day operations of the front-end for the administrative, business office operation. Ensures that the area is running smoothly and efficiently. This includes the timely management of responses to incoming communications and the distribution of information to staff as required. 

2. Exercises effective communication and exceptional customer service skills. Demonstrates effective problem-solving skills in performing the day-to-day activities. Uses solution-focused, preventive and pro-active approach in managing the challenges of the day to day operation.

3. Able to function independently and think outside the box within the limits of applicable laws and regulations and job duties and responsibilities. Helps the Program Director in enforcing FSOH policies and procedures pertaining to daily front-office business operation.

4. Understands and manages priority activities effectively. Has good working knowledge of critical deadlines pertaining to FSOH operation. 

5. Responsible for the day to day safety and health related monitoring and activities in the building assigned in accordance with the FSOH Safety & Health Plan. Conducts monthly safety and health inspections; handles quarterly, semi-annual and annual drills.

6. Oversees external inspections as outlined in the FSOH Safety & Health Plan to ensure compliance. Works collaboratively with the Compliance Director to ensure all citations are corrected on a timely basis. Serves as the Safety Officer for the site. 

7. Collaborates closely with the QA&PI and Compliance Team regarding all safety and health issues. Submits a copy of the safety and health forms completed to the Compliance Director according to the FSOH protocol. 

8. Helps monitor confidentiality of client and personnel records ensuring that FSOH policies and procedures are observed. An example is discussions of clients that can be overheard by clients or visitors in the building.

9. Monitors and maintains site inventories of equipment, direct-care related supplies and office supplies. Ensures equipment is in good working order. Coordinates with the Program Director and Corporate Office regarding appropriate inventory, level of supplies, and needed equipment for the operation. Ensures that all FSOH staff have FSOH issued shirts, sample brochures, marketing materials and business cards to meet operational needs. Coordinates needed replacement and restocking.

10. Uses computer skills to improve efficiency of front office operation. May be required to create and develop electronic tracking mechanisms specific to job duties and responsibilities. 11. Assists the Billing Specialist as needed to meet billing deadlines.

12. Assists the Chief Financial Officer with any business operation tasks and paperwork as needed. 

13. Assists with preparation for site trainings. May include copying of training materials, ordering lunch or snack food. 

Human Resources: 

14. Keeps track of employee census information.

15. Provides support to the FSOH Corporate Office regarding Human Resources (HR) related tasks. Follows-up on needed paperwork from staff as needed. Collaborates closely with the Corporate Office regarding HR related functions. 

16. Submits documentation of trainings to be filed in respective personnel records.

17. Coordinates closely with the Compliance Director and Corporate Leadership regarding compliance related activities as defined in the “Corporate Compliance Plan”.

18. Assists in other HR functions such as payroll and benefits administration as defined by the Corporate Office. 

Assists with Medical Records and Support Direct Care Service Providers as needed or assigned: 

19. Maintains client census information. 

20. Maintains and monitors confidentiality of hard copy client records. Ensures access is limited to authorized personnel only. 

21. Completes a checklist to ensure documents handled by the front-business office are being done according to the protocol as part of the FSOH Prevention Program Plan. Collaborates closely with the Corporate Office and Quality Assurance & Performance Improvement (QA&PI) Director regarding related activities.

22. Retrieves medical records and coordinates appropriate release of protected health information (PHI) according to FSOH protocol as needed. Responsible for tracking & accounting for PHI released in accordance with HIPAA regulations.

23. Protects the integrity of medical records. Reports problem areas immediately to the Program Director and QA&PI Director. 

Administrative Support: 

24. Composes and distributes relevant employee memorandums as directed by the Site Management Staff.

25. Provides administrative support to the Director(s)/Supervisor(s) based at the site. 

26. Assists in generating or printing reports from ICANotes as needed and in accordance with the FSOH protocol. 

27. Serves as backup to other business-office personnel as needed. 

28. Assists in other administrative duties as directed by the Program Director. 

Other Misc. Responsibilities and educational needs: 

29. To learn and possess a working knowledge of the FSOH policies and procedures pertaining to the maintenance and protection of confidentiality of employee/personnel records. 

30. To learn and possess a working knowledge of the confidentiality rules and regulations and FSOH policies and procedures pertaining to medical records and all protected health information. This includes the protocol for release of protected health information.

31. To learn and possess a working knowledge of the components of FSOH medical records. To learn and possess a working knowledge of “record completeness” as defined by CMS and FSOH protocol. Includes working knowledge of the rules pertaining to proper maintenance of those records including purging. Successfully completes the training within 30 days of hire. Implements and strictly adheres to the FSOH protocol pertaining to the maintenance of medical records. 

32. Demonstrates good customer service, interpersonal skills, communication skills, and teamwork. 

33. Follows FSOH’s Code of Ethics Standard and Dress Code. 

34. Demonstrates appropriate time management, attention to details with focus on quality and is deadline oriented. 

35. Cooperates and supports FSOH’s quality and performance improvement activities and initiatives. 

36. Cooperates and supports FSOH’s compliance activities and initiatives. 

37. Works toward developing, fostering, and maintaining positive, proactive relations with other staff. 

38. Supports FSOH’s culture that honors individuality while promoting collaborative effort and teamwork. 

39. Participates in employee surveys to promote cooperative, interactive, supportive, and collective entrepreneurship. 

DOCUMENTATION: Conducts activities and completes reports required of job description and as directed. 

MINIMUM QUALIFICATIONS:

Education:

● A minimum of Associate Degree or High School Diploma and 3-years of experience related to the position. ● Excellent communication, negotiation, motivation, persuasion and management skills. 

● Strong organizational skills and project-flow management. Able to think outside of the box. 

● Strong team-work and problem-solving skills. 

● Strong computer skills as required by job description. 

● Ability to work in fast-paced environment 

● Demonstrates high professionalism and understands good business ethics. 

Other: 

Valid Ohio Driver’s License. Must pass BCI check, all Corporate Compliance checks and employment drug screen.

This position description may not list all the duties of the job and is subject to change as the position and FSO needs evolve. The supervisor may require this employee to perform other duties and responsibilities, within reason, and as appropriate to one’s qualifications.

FSOH reserves the right to revise this job description at any time. The job performance is evaluated, although not exclusively, but largely upon the tasks listed in this position description. 

Reasonable accommodation for individuals with disabilities are made in accordance with the Americans with Disabilities Act (ADA) as needed. 

This position description is not a contract for guaranteed continuous employment. FSOH or the employee may terminate employment at any time, for any reason consistent with the law.

FSOH adheres to Title VII of the Civil Rights Act as amended, Ohio Civil Rights Act and all applicable rules and regulations. FSOH is an equal opportunity employer