Administrative Assistant

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

ESSENTIAL DUTIES & RESPONSIBILITIES

1. Responsible for the facilities day- to-day clerical operations
2. Responsible for data input into data base.
3. Perform office duties that include: filing, copying and printing, manage the program office supply inventory, replenishment, and distribution
4. Handling and managing program petty cash, ensuring expenditures are justifiable, collecting receipts and processing reimbursement forms in a accurate and timely manner
5. Purchasing, handling and managing transportation appointment for the patients., process reimbursement forms in a accurate and timely manner
6. Ensuring staff is adhering to program and contracted policy and procedures with the
7. Processing and handling of confidential documentation and materials
8. Manage the collection and distribution of company mail
9. Manage the maintenance and replacement of office equipment such as copiers, faxes, meters and any other office equipment
10. Assist with the planning and coordination of special projects, presentations, dissemination of information, and program events
11. Prepare confidential documentation for SRC/HHH staff; accurately record, organize, and distribute
12. Ensure all program reporting is done in a completed and timely manner
13. 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
14. 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
15. Manage all enrollments and conduct monthly chart audits for chart completeness and accuracy.
16. Manage agency wide processing and responding of client record requests per HIPAA regulations when requests from authorized users and/or clients are received
17. 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
18. Attend and take minutes for SRC/HHH staff meetings as requested. Maintain minute records.
19. 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

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

WORK ENVIRONMENT

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

RESPONSIBILITIES COMMON TO ALL AGENCY EMPLOYEES

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