Administrative Assistant

Location: Auburn

Position Summary:

The Administrative Assistant position contributes to the efficient operations of the office by providing quality and efficient customer service to agency clients, staff and external agencies; provides professional secretarial and administrative support services to the Program Director, Managers, Supervisors and staff. Covers front desk duties at different sites as needed per departmental need and responds to emails received to the Front Desk email group; responds with information, assistance, determine eligibility, schedules or forwards the information to appropriate person or department; and records information regarding outcome into a database.

Essential Job Functions:

• Proficient in all areas of the Front Office, including but not limited to, the operation of Credible and the operation of Profiler, Microsoft Word (including generating client charts and call backs), scanning, insurance verification and other duties as assigned by the manager
• Able to self-motivate/be productive, multitask and time manage front desk daily functions
• Check-in all clients by entering client data into computer system. Ensure accuracy of all data including income, address, and insurance verification. Collecting and recording client payments, photo ID and pertinent documentation copies
• Schedule follow-up appointments for clients, confirms client appointments, arrange for interpreters and answer site telephone calls and directs to appropriate staff
• Scans loose paperwork and uploads/attaches into electronic health system records
• Acts as a liaison between the Front Office and other VC departments and staff to provide exemplary internal customer service
• Interact with individuals who may be exhibiting challenging or disturbing behaviors, or who may have difficulty expressing their needs. Provide efficient and dignified services no matter the circumstances
• Demonstrate flexibility and problem-solving ability when faced with conflict situations such as scheduling, room availability, late arrivals, client issues, and etc.
• Participate in cross-training in order to gain competencies and knowledge of procedures in all positions in the departments under administration
• Responds to and escalates employee relations issues expressed by team members to the Director and/or Human Resources
• Attend and appropriately participate in assigned external meetings and ensure VC follow-up as appropriate
• Answer questions and offer other information, as requested, to provide patient-focused service and a positive impression of the organization
• Schedule appointments for patients and conduct reminder calls and reschedule appointments when necessary
• Process sensitive client material and financial information in a confidential manner, in accordance with the requirements of the Washington Administrative Code, professional standards and agency operating procedures
• Be available for a flexible work schedule to accommodate office hours, multi-site needs, and staff schedules which may include some evening hours
• Ensure that supervising manager receives proper and timely information that is relevant to VC business
• Learn and follow all related Joint Commission, Federal, State, local and Agency requirements and the requirements of the Washington Administrative Code, professional standards and agency operating procedures

Other Responsibilities:

• Perform other related duties as assigned
• Attend VC meetings and travel to and from work related events as required
• Established VC Policies and Procedures

Minimum Qualifications:

Education: High school graduate or equivalent preferred

Experience: Two years of relevant experience (front desk, medical records, customer service or call center)

Other: Flexibility regarding work hours, evening hours and travel to other sites. Pass required background checks. Ability to work independently

Interpersonal Attributes:

• Good Communication skills, teamwork, and attitude
• Multicultural awareness

Intrapersonal Attributes:

• Ability to adapt
• Empathetic
• Self-disciplined
• Stress management
• Good work ethic

Desirable Requirements:

Education: College related business courses

Experience: Previous experience in Mental Health and/or non-profit setting with medical records or data entry. 10-key data entry experience. Typing experience at least 50 WPM

Other: Multi-lingual – Fluent

Working Conditions:

Work is performed inside and outside in varying temperatures. Employee may occasionally be required to push or lift up to 75 pounds, twisting and stooping requiring upper and lower body strength. Employee may be exposed to office supply odors or vapors. Employee is sitting, most of the time. Employee is also required to stand, walk, type, bend, write, read, interpret and explain complex issues, work on a computer and speak on the telephone.