Provide coordination, supervision, and adequate coverage of administrative staff. Ensure the performance of administrative tasks and ensure high-quality customer service to clients. Provide on-site record management, including confidentiality and privacy requirements. Monitor all office procedures and policies. Ensure office personnel and environment project a positive and professional representation of Seneca. Utilize leadership skills to foster positive staff engagement.

HS Diploma/GED required. Minimum of two (2) years administrative experience required; supervisory experience preferred. Valid driver’s license and vehicle required.

Must pass a Criminal Background Check and Employment Fitness Determination through WVCARES and a drug screen.

SKILLS AND KNOWLEDGE REQUIRED

Represent Seneca in a positive manner including maintaining a positive attitude and performing duties in a manner in accordance with Seneca’s Code of Conduct & Ethical Practices. Demonstrated knowledge of computer skills and ability to use personal computer applications including Microsoft Outlook, Excel and Word. Problem-solving skills and excellent customer service skills.

ESSENTIAL FUNCTIONS

1. Coordinate and supervise assigned administrative staff, including recruitment, orientation, training, and performance evaluation.
2. Schedule staff work hours and arrange for coverage of vacant shifts.
3. Provide high-quality customer service by greeting and welcoming clients and visitors; assist in securing needed services/treatment.
4. Manage and ensure completion of client registrations in Seneca outpatient clinics.
5. Coordinate and oversee referrals and authorization for primary care outpatient services.
6. Implement and ensure designated processes for client appointments, payor requirements, prior authorization and collection/payment are followed.
7. Monitor calls to ensure accuracy and exceptional customer service.
8. Oversee the completion of required reports and ensure utilization errors are corrected.
9. Complete billing reports and ensure all services are prepared for processing. 
10. Monitor operations for compliance with safety procedures, direct necessary changes for compliance and report deficiencies with resolution and/or recommendations for resolution to the applicable Director; adhere to Seneca’s safety policies and procedures. Ensure clean/safe environment, free of discrimination and harassment.
11. Attend and record minutes of Title XIX IDD IPP meetings; coordinate and assist support team to ensure training and other staff qualification requirements are met and documentation is maintained.
12. Coordinate with applicable professional service providers if need arises, to address clinical issues/referrals.
13. Monitor and maintain administrative and clinical documentation; ensure client records are in compliance with applicable policies and procedures.
14. Complete audits, as required, to check for compliance and accountability of documentation.
15. Coordinate and initiate staff meetings; produce and maintain supporting documentation of meetings.
16. Maintain knowledge of all policies and procedures and program manuals; monitor operations for compliance; report deficiencies with resolution and/or recommendations to the appropriate Director.
17. Ensure administrative staff comply with Seneca Code of Conduct & Ethical Practices.
18. Prepare cash reports and make bank deposits; ensure security and appropriate use of petty cash and report per Seneca guidelines.
19. Monitor and maintain inventory of office and clinic supplies and equipment to ensure proficient operations. Maintain knowledge of technology equipment and usage.
20. Coordinate custodial/maintenance staff; provide training and evaluation of performance, as needed.
21. Secure information and protect operations by adhering to HIPAA and 42 CFR Part 2 regulations and Seneca privacy policies and keeping client and corporate information confidential.
22. Serve as host/hostess for on-site functions; arrange for supplies, meals and/or refreshments.
23. Maintain professional knowledge by participating in training opportunities.
24. Assist with special projects, as requested.
25. Other duties as assigned by supervisor.

Minimum Physical Requirements

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. 

While performing the duties of this job, the employee is frequently required to sit; use of arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard. The employee is occasionally required to stand; walk; reach with hands and arms; climb stairs; balance; bend or crouch; talk and hear; and drive a motor vehicle. The employee must

occasionally lift and/or move up to 20 pounds. Specific vision abilities required by the job include close vision and distance vision.

This job description reflects management's assignment of essential functions; it does not restrict the tasks that may be assigned.