Executive Administrative Assistant

Position Summary

Provides clerical and organizational-wide administrative support for Porter-Starke Services, Inc. and assistance to the President/CEO (Chief Executive Officer) and Executive personnel. The position performs various clerical and administrative duties as needed for Porter-Starke Services, Inc., a CMHC (Community Mental Health Center) and FQHC (Federally Qualified Health Center).

Position Competencies, Essential Functions And Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

The staff member must demonstrate knowledge of:

• General office procedures and operations.
• Proper verbal and written communications.
• Documenting statistical and monitoring information.
• Organization's policies, procedures, and programs.
• Current licensing standards, state and federal requirements, and accreditation standards for organization’s programs and staff, or the ability to learn these.
  
  

The Staff Member Must Demonstrate Skills In

• Advanced proficiency in Microsoft Office Suite and other related or applicable computer systems.
• Software application concepts encompassing word processing, database, website (portals), and spreadsheet usage.
• Communication in presenting information or responding to questions from employees, supervisor(s), and other third parties and constituents.
• Preparing correspondence, minutes, and reports.
• Prioritizing, organizing, and completing multiple tasks within a given time frame.
  
  

Essential Functions

• Essential functions include the following; the position will perform other duties as may be assigned:
• Provides administrative assistance and support to the organization, the President/CEO, Executive personnel, and Human Resources department as they pertain to daily tasks of operating the organization.
• Coordinates, documents, and records minutes for Board of Directors (and committees), Board QA/RM (Quality Improvement/Risk Management) Committee, Executive Team, and Medical Staff Executive Committee, and other meetings as assigned. This includes preparing documents and information prior to meetings and recording and managing corporate records of meeting minutes.
• Attends all assigned meetings.
• Maintains Board of Directors’ information including applications, roster; submits any requested or updated information to applicable entities (Board changes must be reported to CARF and CMS (through Intecare) with 30 days of a Board member change).
• Processes CEO signature on weekly accounts payable checks; monthly First of the Month payable checks, and other checks as requested.
• Answers and directs telephone calls, including calls from clients that may require directing to other organization departments. Document client calls as necessary.
• Monitors messages from Client Concerns phone line and log complaints in the PSS complaint log forwarding complaints to VP of Clinical Services for response (responses are also logged in the client complaint log). Community Support Services provides a list of CSS clients from time to time during various audits where they want documentation of any complaints/complaint response for clients on that list for a particular period of time.
• Assists with application and preparation for accreditation surveys, and maintaining accreditation process requests.
• If requested, transcribes dictation using the appropriate format by following agency guidelines.
• Prepares and sends correspondence as requested on behalf of the organization.
• Processes, submits applications for, and maintains records and files for the organization (including certifications, insurance certificates), and maintains corporate records.
• Assists with State certification requirements and reporting.
• May provide or coordinate schedules for CEO and other members of the Executive Team.
• May serve as an agency point of contact with Division of Mental Health and Addiction (DMHA) Consumer Service Line, and other state or federal entities; provide relevant communications and information to other staff upon receipt.
• Maintains medical staff credentialing files. Tracks paid CME days, tracks annual CME (Continuing Medical Education expenses for Physicians and Nurse Practitioners, and tracks/assists with time off requests for medical staff reporting to Chief Medical officer and executive staff reporting to CEO through UltiPro.
• Consults with the Medical Staff and management in maintaining compliance with external licensing and regulatory agencies.
• Act as backup for Accounting Department to open, sort, date-stamp daily mail, and process deposit from checks in mail.
• Matches back-up to check stubs and automated payment back-up for weekly accounts payable checks and for monthly first of the month accounts payable checks. Checks are placed in mailing envelopes with any necessary back-up, envelopes are sealed and taken back to the accounting department for mailing. Back-up information is returned to accounting department for filing.
• Perform other related duties for HR Department.
  
  

Responsibilities

• Evaluates office production, revises procedures, or devises new forms to improve efficiency of workflow.
• Reviews organizational records and documents to ensure completeness, accuracy, and timeliness.
• Routes and distributes pertinent information for the President/CEO and Executive team.
• Compiles, prepares, and distributes reports as needed.
• Coordinates privileging and credentialing of physicians, advanced practice nurses, and other credentialed staff; assists staff with privileging process at local acute care hospitals or other medical facilities.
• Data entry for provider incentive programs and any other applicable processes.
• Coordinates and prepare for meetings with external parties.
• Researches information as needed.
• Assists President/CEO in scheduling and supporting Board, Management, and other meetings, including Board Committee meetings as needed; provides support for Board Chair, as requested.
• Assists in maintaining President/CEO's appointment schedule and organizational meetings as requested.
• Submits President/CEO’s expense reports.
• Prepares certain annual DMHA Managed Care applications; prepares DMHA CMHC renewal application every three (3) years through the DMHA Portal.
• Prepares annual DMHA PMHI (Private Mental Health Institution) renewal application annually through the DMHA Portal.
• Prepares annual DMHA Opioid Treatment Program (OTP) renewal applications for the Recovery Center-Valparaiso and the Recovery Center-LaPorte through the DMHA Portal.
• Submits renewals for Porter-Starke Services licensure including but not limited to: Federal DEA Registrations for both Recovery Centers (every two years); SAMHSA Opioid Treatment Program Certifications for both Recovery Centers (every three years); and Indiana Controlled Substance Registrations (CSR) for both Recovery Centers (every two years).
• Assists Geminus/CBHN with their annual DMHA Managed Care application.
• Assists in the preparation of various agency contracts.
• Makes revisions and additions to Porter-Starke Board policies as directed by Board of Directors.
• Tracks paid CME days and CME education expenses per each Physician’s contract and Nurse Practitioner’s contract; prepares check requests for MD expense reimbursement (or submits through CENTER Expense software). Attends training/participates in meetings as necessary to assist in coordination of accreditation surveys.
  
  

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education and/or experience required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or G.E.D. required; Associate’s degree or equivalent from two-year college/technical school, or Bachelor’s degree in a related area is preferred.
• Notary public certification required; may obtain upon hire if person hired does not possess prior to employment.
• A minimum of five years of office administration experience and/or training is required.
  
  

Physical Demands

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to see, hear, sit and speak.
• The employee must occasionally stand, walk, reach, stoop, crouch and kneel to perform copying and filing and other office-related tasks. The employee is occasionally required to lift and carry supplies or other items weighing up to 20 pounds.
• Close vision and the ability to adjust focus are required.
  
  

To learn more about our organization please visit www.porterstarke.org