Administrative Assistant - Woonsocket

Job Summary: 

Reporting to the Day Center Director, the Administrative Assistant exhibits excellent customer service skills, communication skills, professionalism and organizational capabilities. The main tasks associated with this position are to provide front line support to the PACE staff by answering phones, providing first impression through phone contact for clients and their families and to appropriately triage calls throughout the Organization. To provide exceptional administrative support, formulating letters and mailings, and performing special projects as requested by your supervisor.

• Answer phones during normal business hours utilizing a customer service focus and appropriately triages and forwards calls to the appropriate person.
• Possesses excellent verbal communication skills and handles basic customer service problems and requests appropriately
• Greet and direct participants upon arrival at center using a kind and friendly demeanor.
• Accurately records clients’ Day Center attendance into electronic medical record-including all ACS attendance.
• Provide assistance with scheduling ADC care plans for Woonsocket attendees and scanning necessary documents into EMR when required. 
• Determine appropriateness of visitors to the PACE-RI site and follows security procedures and protocols to ensure safety of participants and employees. 
• Maintains a professional demeanor at all times attending to both appearance and attitude.
• Compile on call from previous night and disperse them to appropriate staff/departments.
• Maintain Silver Alert Binder and keep the Safety Net frequencies updated monthly. 
• Maintains office and housekeeping supplies and places orders as needed, operates within budget for supplies.
• Sort daily incoming mail and ensure the timely delivery of outgoing mail for pick up.
• Able to multi-task, run busy reception area with ease, and can manage multiple requests and incoming calls without getting flustered.
• Protects patient’s rights and maintains confidentiality of participants and abides by HIPAA laws.
• Provide surveillance for participants who attempt to wander or seek exit from the PACE-RI center, alert the lead CNA if participants are attempting to leave.
• When requested by dispatcher, assist in scheduling transportation for clinic and outside appointments via PACE transportation or contracted ambulance vendor.
• Create and maintain the coat tag system for participants and assist the staff in remembering to provide coats to participants upon departure.
• Compile participant cancellation calls and provide email list to IDT. Provide list daily to lead CNA for triage.
• Receive cost share payments from participants (including receipts and weekly submission to Finance).
• Ensure that daily and weekly list/forms are updated and printed for Day Center (daily head count, staff /ppt sign in/out, ppt emergency contact-PCO).
• Documents alternate care site attendance in the electronic health record.
• Performs other related duties as required and assigned.
   

Required Skills & Abilities: 
Ability to maintain confidentiality
Ability to prioritize tasks and meet project deadlines
Proficiency with MS Office Suite or similar software
Dependable and punctual with ability to maintain consistent attendance 
Ability to read, write and comprehend English 
Ability to maintain sound judgement under stress and communicate effectively

Education Requirement: 
High School Diploma or Equivalent, Required
Bachelors, Preferred 

Physical Requirements: 
Must be able to tolerate prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 10 pounds and at times up to 20 pounds.
Must be able to navigate various departments of the organization's physical premises as well as related community care settings.
Must be able to tolerate conditions typically associated within a medical office and/or home care setting including potential exposure to bloodborne pathogens and infectious diseases. 

Experience:  
1 to 3 years of office support experience, Preferred
1 to 3 years of Medical Office/Clinical Experience, Preferred
1 to 3 years of EMR Experience, Preferred 
1 year of experience working with a frail or elderly population, Preferred 

Licensure & Certification Requirements: 
None

Position Requirements:
Driver's License & access to reliable transportation: community-based travel may be required.