Administrative Assistant, Mental Health Adult OP

Job Title: Administrative Assistant

Location: NPC PLAZA BLDG

Department Name: Mental Health Adult OP

Req #: 0000242098

Status: Hourly

Shift: Day

Pay Range: $20.40 - $26.50 per hour

Pay Transparency:

The above reflects the anticipated hourly wage range for this position if hired to work in New Jersey.

The compensation offered to the candidate selected for the position will depend on several factors, including the candidate's educational background, skills and professional experience.

Job Overview:

The administrated assistant manages the day-to-day actives of the department. Provides support to the Director of Adult Outpatient Behavioral Health, completes reports as needed and manages the Federal Probation/Pretrial and Bureau of Prisons Grant.

Qualifications:

Required:

• High School diploma
• Minimum of (5) five years’ experience working with medical records, preferably in a psychiatric outpatient or large-scale clinic setting, or a minimum of three years medical records experience and appropriate medical records certification and/or training
• Must be proficient in Microsoft Office and skilled in the use of Access

Preferred:

• Bachelor's Degree Preferred

Scheduling Requirements:

• Shift/ Day- 8:00am-4:00pm
• Monday – Friday
• Full Time

Essential Functions:

• Monitors Directors calls and schedule
• Oversees pick-up and distribution of mail

• Responsible for Office Manager functions
• Manage referrals, assignments and appointments for all Federal and Bureau of Prisons cases
• Follows up with no show appointments for Federal and Bureau of prisons,
• Manages cash transmittals for special programs
• Maintain billing for Bergen Pharmacy /Federal and Bureau of prisons account,
• Orients new staff to facility/ program procedures
• Maintain Personnel files, and Policy and Procedure Binder
• Monitors completion of all mandatory documentation for Federal and Bureau of Prisons,
• Supervises secretarial staff as needed
• Collaborates with Director in assigning and prioritizing work assignments and monitoring performance of secretarial staff
• Ensures staff and faculty License id up to date
• Maintains adequate inventory of supplies
• Preparation, filing and following up on purchase orders and requisitions
• Obtains appropriate release of information
• Communicates information/Observation/ occurrences/activities of Customer/employees to appropriate
• Individuals according to procedure
• Maintains accurate and updated computerized roster Federal and Bureau of Prisons,
• Ensures adequate staff coverage as needed
• Communicates with all clinical staff regarding incomplete documentation and prepares reports as requested
• Monitors billable services and submits monthly reports for Federal and Bureau of Prisons
• Completes AOPU Monthly reports and QCMR
• Identifies cases which are inactive for 90 days, communicates to staff regarding outreach and case closure
• and monitors case status for Federal and Bureau of Prison
• Monitors all open and closed cases within USTF and completion of USTF termination summary
• Systematically prepares closed Federal and Bureau of Prison paper records for off-site storage
• Maintains organized and efficient Time Keeping for payroll approval
• Ensures assigned work ques are completed
• Maintains, assigns and distributes Versus badges to the Plaza building

Other Duties:

Please 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.

Benefits and Perks:

At RWJBarnabas Health, our employees are at the heart of everything we do. Driven by our Total Wellbeing promise, our market-competitive offerings include comprehensive benefits and resources to support our employees’ physical, emotional, financial, personal, career, and community wellbeing.

These benefits and resources include, but are not limited to:

• Paid Time Off including Vacation, Holidays, and Sick Time
• Retirement Plans
• Medical and Prescription Drug Insurance
• Dental and Vision Insurance
• Disability and Life Insurance
• Paid Parental Leave
• Tuition Reimbursement
• Student Loan Planning Support
• Flexible Spending Accounts
• Wellness Programs
• Voluntary Benefits (e.g., Pet Insurance)
• Community and Volunteer Opportunities
• Discounts Through our Partners such as NJ Devils, NJ PAC, and Verizon ….and more!

Choosing RWJBarnabas Health!

RWJBarnabas Health is the premier health care destination providing patient-centered, high-quality academic medicine in a compassionate and equitable manner, while delivering a best-in-class work experience to every member of the team. We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time. As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health.

RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey—whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education.