Job Description

The Administrative Assistant provides administrative and clerical support to the Serenity Recuperative Care (SRC)/Hollidays Helping Hands (HHH) Program staff.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Responsible for the facilities day- to-day clerical operations
• Responsible for data input into data base.
• Perform office duties that include: filing, copying and printing, manage the program office supply inventory, replenishment, and distribution
• Handling and managing program petty cash, ensuring expenditures are justifiable, collecting receipts and processing reimbursement forms in a accurate and timely manner
• Purchasing, handling and managing transportation appointment for the patients., process reimbursement forms in a accurate and timely manner
• Ensuring staff is adhering to program and contracted policy and procedures with the
• Processing and handling of confidential documentation and materials
• Manage the collection and distribution of company mail
• Manage the maintenance and replacement of office equipment such as copiers, faxes, meters and any other office equipment
• Assist with the planning and coordination of special projects, presentations, dissemination of information, and program events
• Prepare confidential documentation for SRC/HHH staff; accurately record, organize, and distribute
• Ensure all program reporting is done in a completed and timely manner
• Act as liaison to all clinical staff to ensure efficient coordination and completion of documents needing review and/or approval based on the DHS contracted and program standards
• Independently maintain all DHS; perform file audits to ensure proper record keeping, analyzing, coding, indexing and storing; records are to be complete, accurate, and adhere to DHS contracted and program standards per HIPAA and government funding regulations
• Manage all enrollments and conduct monthly chart audits for chart completeness and accuracy.
• Manage agency wide processing and responding of client record requests per HIPAA regulations when requests from authorized users and/or clients are received
• Plan and coordinate clinical staff trainings and new employee orientation classes; schedule and assist where needed with all levels of staff; create, manage and produce presentations and reading materials for attendees and presenters
• Attend and take minutes for SRC/HHH staff meetings as requested. Maintain minute records.
• Provide direct support to clinical staff and director in the creation of memos, reports, policy and procedures, and other confidential materials in reference to the staff and program needs

QUALIFICATIONS

• High school diploma or equivalent.
• Minimum two years' related experience or training
• Detail oriented with good time management, organizational, written, verbal, and interpersonal skills
• Able to maintain a high level confidentiality
• Able to handle sensitive and confidential situations with poise, tact, and diplomacy
• Excellent computer skills, including familiarity with Microsoft Word, Outlook, Excel, PowerPoint and agency wide database applications
• Able to learn quickly and work effectively with individuals at all levels of the organization and with minimal to no supervision
• Able to set priorities, meet deadlines, and juggle multiple competing tasks and demands

WORK ENVIRONMENT

• Office environment
• May necessitate working in busy and loud environment
• Will be exposed to elements like cold, heat, dust, noise and odor
• May need to bend, stoop, twist , and pick up heavy materials for short periods of time

RESPONSIBILITIES COMMON TO ALL AGENCY EMPLOYEES

• Maintain a safe work environment and confidentiality at all times
• Be proactive, creative, and flexible in determining, evaluating, researching, and resolving issues
• Organize and prioritize multiple activities to meet all external and internal deadlines
• Maintain professional demeanor that reflects positively on the agency
• Demonstrate respect and courtesy toward others
• Able to thrive in a work environment emphasizing teamwork and collaboration
• Respond in a timely manner in all aspects of communication
• Work with minimum supervision
• Perform other duties as assigned

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