Administrative Assistant I-Hhs

SUMMARY
Responsible for performing a variety of administrative support functions including, but not limited to, typing, word processing, transcription, record keeping, filing, and receptionist duties. Also responsible for assisting clients, setting up appointments, and providing general information to clients and the general public. Must understand, support, and work within the values, mission, and vision of the agency.ESSENTIAL DUTIES AND RESPONSIBILITIES include the following, but are not limited to:
Provide clerical support for all agency staff, including social workers, therapists, nurses, etc. Process forms, correspondence, packets, etc. as needed to support all Health & Human Services programs.
Confidential secretary to the Health & Human Services Director, managers, and HHS Board.
Responsible for taking meeting minutes for the HHS Board. May act as confidential secretary to the Board during closed session. Responsible for open meeting notices and other HHS Board related materials.
Certify children for Medical Assistance coverage through the Foster care and Kinship care programs. Compile the necessary information to update client's coverage. Issue identification cards. Verify other insurance coverage clients may have.
Assist clients in registering or applying for services, answering questions, and making referrals when needed.
Responsible for creating, maintaining, an updating various forms used by the agency.
Responsible for transcription, typing, filing, faxing, and other clerical duties for a variety of employees within the Department. Perform receptionist duties, answering telephone, routing calls, providing counter service to walk-in clients, and making appointments.
Responsible for all mail functions, including pick-up, opening, and delivering mail on a daily basis for the agency. Log in monies received and distributes mail to staff.
Responsible for completing OWI (Operating While Intoxicated) paperwork, including scheduling, information gathering, and status monitoring.
Responsible for central filing system and maintenance of central file room. Safeguard all agency data. File all correspondence, case notes, forms, etc. and maintain integrity of case files. Receive, review, and copy confidential documents for transmitting to other agencies.
Key billing information for various public health programs. Reconcile and follow-up on unpaid or denied claims.
Submit service authorization data to state/contracted agencies. Reconcile and follow-up on denied or rejected authorizations.
Accurately data entry statistical information into various state or county software programs or data bases.
Responsible for scanning agency documents and records into various state or county software programs.
Collect and forward personnel information, including medical and confidential information, to the Administrative Coordinator and maintain duplicate files in Health & Human Services, as requested by management.
Request criminal background checks on Health & Human Services staff, foster homes, and any others as requested by Management.
Complete special projects or assignments for management staff.
May perform initial client intake for Economic Support Division, to include initial application process with client registration and scheduling of appointment with Economic Support Specialist
May perform back-up duties as the assistant to the Clinical Director and clinical therapists. Responsible for, but not limited to, contacting pharmacies regarding medications, scheduling client appointments, verifying required documentation is in the files, prepare forms for signature, etc.
Agency intake screening i.e., compiles identifying information from potential clients by completing initial ICC (Initial Client Contact). The interview process consists of compiling information from clients and other referral sources, either in person, by mail, or over the telephone. The screener must make determination for the appropriate counselor, and the services needed by assessing the needs of the client. The screener will compile necessary information, schedule appropriate appointments, and mail out intake packet information. Enter referrals and crisis information into agency data base.
Responsible for receipting money received over the counter. Also assist in coordinating both weekly and month-end deposits to ensure all funds balance.
Responsible for the Department's TDD (Telecommunications Device for the Deaf) system and training backup staff.
Responsible for compiling client data, scheduling appointments, mailing appointment reminders, printing and distributing charge slips, and providing general information to clients and the general public.
Maintain and update agency bulletin boards and brochure displays. Order and maintain inventory of agency office and related supplies. Maintain master listing of keys, fobs, cellphones, and related equipment.
Must be able to obtain state security clearance for state access. May also be asked to serve as a Notary Public.
Participate in a program of staff development to enhance skills and knowledge through training and ongoing performance evaluations.
May be required to work a flexible schedule one night a week on a rotating basis.
Prepare for and respond to community emergencies including, but not limited to natural and manmade disasters.
Perform all other duties as assigned.High school diploma and one to three years of related practical, progressive clerical experience and/or training, or equivalent combination of education and experience.
Employment Type: Full-Time