What are the responsibilities and job description for the Administrative Assistant [FT] position at MIRROR INC?
Under the administrative supervision of the designated site management, the Administrative Assistants (AA) located at the Mirror treatment facilities are responsible for supporting the clinical programs and services offered by Mirror. The AAs shall operate in accordance with the policies set forth by the Board of Directors and shall abide by all applicable laws and regulations. In short, the AA is responsible for handling the clerical duties at this location, which include answering the phone, word processing necessary documents, collecting and depositing client monies, client file maintenance, maintain client confidentiality and to assist the site management in completing the daily administrative operations of that particular location.
Duties and Responsibilities:
1. Assist the designated site management with the paper work demands of the outpatient and residential programs.
2. Answer the telephone in a pleasant and business-like manner. Assure that all telephone messages are properly recorded and communicated to the appropriate staff person(s). Ascertain that all long distance calls are recorded and delivered to the appropriate staff person(s).
3. Word processing, via computer, client and program related materials.
4. Maintain client and program confidentiality as required by federal law.
5. Maintain financial records as required by the agency. Check client accounts and other fiscal records for accuracy. (When required by location).
6. Collect and deposit client fees. Assist in the collection of client fees as it directly impacts the relationship between the client and Mirror Inc.
7. Maintain, record and disperse client food stamps via agency policy and federal law. (As required by location).
8. Assure that copies of all official program communications and client related materials are kept in the designated files.
9. Duplicate records and papers as required.
10. Collect and deliver mail or other papers as necessary.
11. Employees ability to work cooperatively with the administrative office to complete the required paperwork (e.g., client balance reports, submission of weekly/monthly reports and other information as requested.) (Supervisors are asked to contact the corporate office, maybe the VP of Finance/Information Systems, in order to determine their perspective on the employees overall job performance.)
12. Perform other job related functions as directed by the designated site Facility Coordinator.
Qualifications:1. High school diploma or General Educational Development certificate.
2. Vocational and/or post secondary training in secretarial services would be desirable.
3. Experience in administrative, secretarial or clerical tasks.
4. Computer experience. Ability to word process program and client related material in a fast, efficient manner.
5. Assist in the collection of client fees as it directly impacts the relationship between the client and Mirror.
6. Good reading and writing skills.
7. Ability to organize and prioritize multiple tasks.
8. Pleasant, business-like phone skills.
9. Some over-time hours past 40 may be necessary.
10. Awareness of the disease of addiction.
11. Must be able to pass KBI, NCIC (et.al.) security check.* * KDOC & BOP requirement.
12. Employees who have been diagnosed with any type of substance use disorder or behavioral addiction/compulsion must have sustained a minimum of two consecutive years of abstinence from all intoxicating substances and symptoms of their chemical and/or behavioral addiction; and must be in full sustained remission.
13. Must have proficient computer skills or experience and/or skills working with an Electronic Health Record.
14. This position may also involve bending, walking stairs and lifting up to 40 pounds on occasion.