Adminisrtrative Assistant

About the role

The Administrative Assistant works as a part of an administrative team and alongside the Vice President of Recovery Services to ensure the smooth operation of quality services within the Division of Recovery Services. A successful candidate will have proven administrative experience with a background in human services, case management, basic data entry and analysis, and electronic health records. The Administrative Assistant should be highly organized with a passion for strengthening systems and working alongside a diverse team which oversees programs across multiple contacts. The ability to work with others, to manage time efficiently, to teach and train others and to be flexible in learning new skills and systems are key components of this position.

Responsibilities

• Maintain records in physical and electronic form.
• Aid with chart setup for new enrollments.
• Utilize the electronic health record and other software systems to generate reports and maintain tracking systems.
• Data entry into electronic health records and other software systems.
• Regularly review and manage insurance information and authorizations in the electronic health record.
• Aid with wait list management, admission and provider scheduling.
• Aid in management of master schedules, open positions, and onboarding.
• Track and manage enrollments and disenrollments for multiple programs.
• Aid in supply tracking, supply ordering, training registration and division event planning.
• Maintain tracking systems for spending and receipt collection for division expenses.
• Record and send out minutes for program and division meetings, as needed.
• Aid programs in preparation for licensing and accreditation.

Requirements

• Valid driver's license, reliable vehicle, acceptable driving record, and sufficient insurance.
• Educational requirements may vary but typically include a high school diploma or equivalent.
• Effective organizational skills and the ability to manage multiple priorities regularly.
• Strong interpersonal skills, patience, caring and compassion and the ability to work with a diverse team, vendors and collateral contacts effectively.
• Proficiency in Microsoft Office products including Word, Excel, Outlook, One Note and ability to learn new software systems required.
• Proficient with administrative processes such as phone calls, emails, scanning, copying, scheduling, reporting and tracking.
• Excellent communication and relational skills and ability to represent division programs with contacts outside of the agency.

Pay

\$19 - \$21 an hour

Open Shift

Monday through Friday 9am-5pm (40hrs)

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retail Plan (403B, IRA)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Long Term Disability