PCM Administrative Assistant

Summary: This position supports the processing of all new referrals to the Tempus PCM program by assigning a skills trainer to the person applying for services.  The Administrative Associate provides data entry into the Fiscal Intermediary system, as well as the PCM system so that Intake and Orientation services can commence with proper documentation.  This role also reassigns consumers when there are any changes needed with skills trainer assignments due to leave, or staff departure.  This position supports administration involved with processing mileages and other administration of the PCM skills training team.

Essential Duties

• Be available by phone during business hours to assist a community skills trainer with contacting a consumer, or updating contact information.
• Process consumers “on Hold” status, and notify the FI accordingly of admission and discharge dates.  Support community staff by reaching out to those on hold at least monthly.
• Provide  PCA directory lists to those requesting them. 
• Receive consumer information from Tempus PCM Intake team.
• Enter referred consumers into FI Enrollment Module.
• Assign Skills Trainer to those referred, according to geography, language, and workload.
• Oversee requests from Skills Trainers for letters to consumers, including but not limited to no contact, need for surrogate, and terminations:
• Check that standard operating procedure was followed prior to request.
• Process, send, and track distribution of letters.
• Review any problem cases with Supervisor.
• Reporting and tracking:
• Review and submit monthly mileage reports
• Document and distribute minutes from Skills Training breakout sessions
• Follow up with skills trainers regarding intakes, quarterlies, annuals, on hold to insure MassHealth timelines for consumer services are met.
• Assist with processing Skills Trainer documents as available.
• Identify areas where Skills Trainers may require further review and/or training and inform the PCM Program Managers.
• Transfer of consumers between Skills Trainers to maintain balanced caseloads, with good geography, as directed.
• Provide ongoing support to PCM Program Managers, Team Leaders and staff as needed.
• Answer incoming phone calls or make outgoing phone calls, as required.
• Must report any suspected incidents of physical or emotional abuse to the appropriate reporting agency and a PCM Supervisor or Program Director.
• Perform other Duties as assigned by PCM Operations Manager.

Skills

• Computer skills- MS Word, Excel
• Good written and verbal skills
• Strong organizational skills
• Accuracy and attention to detail
• Ability to multitask
• Adaptability/flexibility
• Self-motivated
• Experience with services to people with disabilities who are living in the community
• Familiarity with Mass Health’s PCA Program is preferred.
• Ability to creatively problem solve and adapt easily and quickly to challenges and new environments.
• Ability to preserve complete confidentiality of consumer and employee information
• Understanding and commitment to the Independent Living Philosophy.

Requirements

• High school diploma
• Previous administrative support experience

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

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.

While performing the duties of this job, the employee may be required to:

• operate office machinery such as phones, fax, copier
• lift, push, pull up to twenty-five pounds
• communicate with consumers and coworkers

Travel

This position does not require an employee to travel.

Other Duties

Note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.