Administrative Assistant - UMTYS

SUMMARY:
Under the direction of the Clinical Director of Unsheltered, Missing, and Transitional Youth Services, the Administrative Assistant is an integral part of the Continuous Quality Improvement process of BJCB. The Administrative Assistant ensures all work is completed in a timely and efficient manner and discretion is exercised in handling written and verbal material that is confidential and persona in nature. Further, the Administrative Assistant ensures that client information disseminated outside the Agency conforms to all appropriate internal and external rules and regulations.

ESSENTIAL DUTIES:

• Handle requests for clinical record information (i.e. Release of Information) in accordance with Agency policy.
• Update and maintain the Agency Release of Information database.
• Prepare files for storage and send files to off-site storage. This includes lifting boxes approximately 25-301bs.
• Retrieve files from storage as necessary and track requested records per Agency policy.
• Check, and verify client insurance (i.e. Medicaid & Commercial Insurance) as needed.
• Enter new clients into agency Electronic Health Record (EHR). Maintain client records in the Agency EHR, including, but not limited to, scanning, auditing, and updating client information.
• Update physical and digit tracking mechanisms for program census and pertinent information, including but not limited to, upcoming Psychiatric Diagnostic Evaluation (PDE), Individual Treatment Plan (ITP), and discharge dates.
• Provide coverage for the Front Desk and assist with Agency planned CEU trainings as needed.
• Provide technical assistance to external stakeholders for in person or virtual events including but not limited to providing directions.
• Provide support to all programs/departments including, but not limited to, maintaining files, scanning, and answering the phone as required and needed, appointment scheduling, prior authorizations (i.e. Health Clinic, Evaluation & Management, Outpatient, Residential, etc.), and turning in completed Quarterly Privacy and Security Compliance Review for Employees.
• Provide support for All-Department meetings/trainings, including sending agendas and meeting minutes, coordinating/scheduling guests speakers/presenters, print needed items for department meetings, setting up of physical space, send handouts, taking meeting minutes, emailing to department staff after approval from Clinical Director, and coordinating signatures of staff not present at All Department Meeting.
• Assist with ongoing maintenance of Agency platforms used within programs (i.e., Matchforce, JazzHR, DMS).
• Assist with staff onboarding and celebrations through including but not limited to updating department organizational chart, tracking milestones of staff, coordinating CPR/First Aid requirements.
• Check E-Fax and Support Staff email as well as maintain/order office/program supplies/inventory.
• Assist department with appointments including reminder phone calls, texts, emails, and scheduling.
• Manage diem billing as required by program.
• Collect and monitor information needed for grant/contract requirements, including data input into excel sheets, staff trainings/outreach, and other tracking/organizational duties as assigned.
• Manage special projects as assigned.

OTHER DUTIES:

• Attend scheduled staff meetings, supervision, and on-going training.
• All required trainings, certifications and licensure must be kept current in accordance with applicable licensing and accreditation regulations and standards.
• Respect the privacy of clients and hold in confidence all information obtained during the client’s treatment.  All client-related documents should be handled in accordance with Agency guidelines on confidential material.
• Maintain high standards of ethical and professional conduct and adhere to Agency policies and procedures.
• Other duties as assigned by management.

QUALIFICATIONS:

• Education: Minimum High School Diploma required.
• Licensure: None
• Skills/Competencies:
  • Core Expertise: Possesses skill, knowledge and abilities to perform the essential duties of their role; keeps knowledge up to date.
  • Cultural Competency: Demonstrates awareness, sensitivity and skills in working professionally with diverse individuals, groups and communities who represent various cultural and personal background and characteristics.
  • Interpersonal Communication: Communicates clearly using verbal, nonverbal, and written skills in a professional context; demonstrates clear understanding and use of professional language.
  • Professional & Ethical Conduct: Adheres to professional values such as honesty, personal responsibility, and accountability; applies ethical concepts within scope of work and adheres to Agency policies and procedures.
  • Collaboration & Teamwork: Functions effectively as a member of a professional team that includes employees, clients and family members.
  • Problem-Solving & Decision-Making: Recognizes problems and responds appropriately; gathers information and sorts through it to identify and address root cause issues; makes timely decisions.
• Experience:   2-3 years of office experience required.

#BJCB-MISC-1

Bellefaire JCB is an equal opportunity employer, and hires its employees without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability or any other status protected by federal, state or local law.

Bellefaire JCB is a partner agency of the Wingspan Care Group, a non-profit administrative service organization providing a united, community-based network of services so member agencies can focus on mission-related goals and operate in a more cost-effective and efficient manner.