Administrative Support Specialist - Mental Health Care Agency

Qualifications:

● To qualify for this position, the team member must hold at least a high school diploma (required) with one year administrative experience or related education (preferred).

● A valid driver’s license and automobile insurance are required for this position, regardless of whether or not the team member transports clients.

Required Skills:

● Basic computer skills and knowledge

● Communication skills, both verbal and written

● Knowledge of administrative procedures, such as record keeping and filing

● Knowledge and ability to operate standard office equipment

● Attention to detail

● Customer service skills

● Time management skills

● Organizational skills

● Leadership skills

Job Duties and Responsibilities:

● Answer phone calls and make calls as needed

• Return voicemails regularly

● Greet and assisting visitors and clients

● General office duties such as scanning, shredding, mailing and uploading documents

● Prepare and modify documents, as needed

● Assist in auditing client files in EHR on the first business day of every month

● Add clients to EHR and work with supervisor to assign them to providers

• Update client demographics in EHR as needed
• Set up client Appointment reminders in EHR

● Complete client satisfaction and client discharge surveys

● Print and mail letters to clients from providers (may require trips to post office)

● Ensure that common areas are clean and presentable

● Take payments from clients over the phone via credit card

● Take co-payments and private pay payments in office

● Assist in creating and streamlining new processes and procedures

• Handle and process incoming website inquiries, referrals, and forms.
• Handle incoming faxes from Hello Fax and forward record requests to providers with a deadline.
• Follow up on provider deadlines.
• Fax out documentation for providers through Hello Fax.

● Reply to emails regularly

• A non-compete agreement will be signed by the employee
• Other duties as assigned

Required Meetings:

All team members are required to attend the monthly Team Meeting via Zoom. The meeting is 1.5 hours long and is the first Wednesday of each month at 9:30am. Administrative team members are required to attend meetings as scheduled.

Performance Indicators:

● The Admin Support Specialist is required to work 40 hours per week in their assigned office to complete tasks as required.

● Call should be answered when available/voicemails responded to promptly

● Auditing - Incomplete ROI Report, Medicaid Report must be completed on the first business day of every month. Monthly Admin Audits are conducted.

Materials Provided by Heart and Solutions:

● Heart and Solutions email account

● Valant account

● Office supplies, including but not limited to: ink, paper, pens, pencils, tape, stapler, staples, legal pads, folders, post-its, paper clips, binder clips, envelopes, stamps.

● Printer

● Fax

● Desktop computer

● Shredder

Compensation:

● $15 per hour. 40 hours per week paid biweekly.

● 2 weeks of accrued PTO annually

● Up to $300 per month in health insurance premiums: health, dental, vision available

● Life Insurance paid for by the agency - $50,000 or $100,000 in the case of accidental death

● Childcare pretax benefit

● 6 paid holidays per year (Memorial Day, Fourth of July, Labor Day, Thanksgiving, Christmas Day, New Years Day

• $35 per month Cell phone reimbursement

Job Type: Full-time

Pay: $15.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• What interests you about this position?

Experience:

• Customer service: 1 year (Preferred)

Ability to Relocate:

• Grundy Center, IA 50638: Relocate before starting work (Required)

Work Location: In person