Administrative Assistant

We're seeking an Administrative Assistant to support our evening IOP Program. This is a part-time, evening position on Monday, Wednesday and Thursday from 4:30pm-8:30pm. The Administrative Assistant assists the Executive Director and Office Coordinator with day-to-day operations of a specialized Intensive Outpatient and Partial Hospitalization behavioral healthcare practice. The Administrative Assistant is primarily responsible for client relationship management, client payment collections, medical records management and quality assurance, facility management, admission and intake and other daily tasks.

Relationships and Contacts

Within the organization:  Initiates and maintains frequent and close working relationships with local and regional team members throughout the organization.

Outside the organization:  Initiates and maintains strong professional relationships with clients, families, clinical providers, referral partners and vendors, as needed.

Position Responsibilities

Essential Responsibilities

1. Works closely with designated Office Coordinator to ensure all local business office activity adheres to current policy and protocol.
2. Greets clients and visitors in a warm and welcoming manner.
3. Performs basic administrative front desk functions.
4. Collects payments and completes required documentation, as needed.
5. Communicates with leadership team members and/or others regarding day-to-day situations requiring management involvement.
6. Conducts all medical records activities of the outpatient center in a manner consistent with both clinical needs and other documentation requirements.
7. Conducts intakes for the purpose of opening client’s medical record and provides new client orientation.
8. Tracks and maintains a variety of reports in a timely, highly accurate manner.
9. Responsible for tasks associated with maintaining phone system and IT equipment utilizing help desk staff.

Additional Responsibilities

1. Serves as backup to the Admissions Coordinator for inquiries directed to the facility.
2. Communicates new admissions information with team members, as needed.
3. Attends and participates in trainings and scheduled meetings, as needed.
4. Performs other duties as assigned.

Experience and Education

Position requires a high school diploma or equivalent, bachelor’s degree in social work or a related field preferred and a minimum of two years of administrative experience in a behavioral health setting such as a hospital, outpatient clinic, or related service provider. Experience working with physicians and therapists is desirable. Must have knowledge of behavioral health terminology.

Physical Requirements

• While performing the duties of this job, the employee will be required to communicate with peers/general public, clients and/or vendors
• Job performance will require the ability to move throughout the building as well as sit or remain stationary for extended periods of time
• While performing the duties of this job, the employee may be required to talk or hear, sit, stand, walk, reach, climb or balance, stoop, kneel, crouch or crawl, taste, or smell.
• Ability to move 25 pounds

Skill Competencies

• Demonstrates knowledge and adherence to HIPAA guidelines related to security and documentation.
• Demonstrates a high level of customer service orientation.
• Demonstrates a high level of attention to detail and accuracy.
• Demonstrates the ability to navigate client relationship management software.
• Demonstrates comfort with computer software applications including Outlook, Word, and use of standard office equipment.
• Performs duties independently, responsibly and with a high level of integrity.
• Demonstrates alignment with company core values and treatment philosophy.

Pasadena Villa reserves the rights to modify, interpret, or apply this job description in any way the organization desires.  This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position.  This job description is not an employment contract, implied or otherwise.  The employment relationship remains “At-Will.”  The aforementioned job requirements are subject to change to reasonably accommodate qualified individuals with disabilities.