Administrative Assistant

Administrative Assistant

Location: Pierre

Agency: Capital Area Counseling Service

Position Description

The Administrative Assistant provides a variety of administrative and clerical tasks at the main office reception and the psychiatric clinic to help maintain organization and keep the office running efficiently.

Duties / Responsibilities:

Perform office opening and closing duties daily.

Greet clients and visitors with a positive, helpful attitude and check clients in and out for their appointments in a timely manner.

Ensure front entry and reception area is in order and welcoming.

Manage office telephone systems, including answering calls and returning messages and routing calls as necessary.

Scanning records on a daily basis.

Maintain communication and assistance via phone, e-mail, and mail.

Assist with a variety of administrative tasks including filing, copying, faxing, and taking notes.

Produce and distribute correspondence memos, letters, faxes, and forms.

Prepare meeting rooms and assist clients with setting up telehealth system.

Anticipate the needs of others in order to ensure seamless and positive experiences.

Adhere to all agency policies and state and federal laws regarding confidentiality of medical records.

Provide back-up coverage to other administrative assistant staff when needed.

Collects payments, process payments and maintains a system for recording payments from clients.

Requests records and faxing records and complete required correspondence documentation.

Add and update client coverage as needed in EHR system.

Request client updates on their insurance, address, phone number etc. at check in.

Documenting patients’ medical information, including medical history and health insurance information.

Performing data entry tasks to document patient records within facility databases and maintaining patient files.

Scheduling patient appointments and maintaining communication to confirm future appointments (i.e. contacting clients to remind of upcoming appointments and documenting response).

Coordinate provider schedules and maintain communication with providers regarding their schedules. 

Administer psychiatric medication, provide medication education, perform clinical procedures to include taking vitals, and assist clients in their psychiatric stability. 

Respond to crisis situations compassionately and appropriately.

Perform other relevant duties as assigned.

Required Skills / Abilities:

Professional, polite, attentive, and accurate.

Be comfortable with computers, general office tasks, and excel at both verbal and written communication.

Knowledge of office management skills and ability to multi-task and prioritize work.

Ability to work within a team and independently.

Excellent computer skills/proficient in computer applications, specifically MS Office; experience working in an electronic health records system preferred.

Attention to detail.

Problem solving skills.

Excellent communication skills, both verbal and written.

Maintain confidentiality and comply with agency compliance plan and code of ethics.

Strong organizational and planning skills.

Must have a valid driver's license.

May need to use personal vehicle for work-related tasks and must provide proof of insurance.

Education and Experience:

High school diploma or equivalency; Associates degree preferred in related field.

One-year experience performing administrative assistant duties in a clinic setting preferred. 

Medication Aide certified, or ability to complete certification within 120 days after hire. 

Physical Requirements:

Prolonged periods sitting at a desk and working on a computer.

Requires periods of standing and moving.

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

Exposure to infectious diseases.