ADMINISTRATIVE ASSISTANT

Reports to: Community Impact Director | FLSA: Non-Exempt | Job Type: Part Time

About the Role

The Administrative Assistant provides administrative support in the operation of Grasshopper Group by performing varied clerical, custodial, and related administrative functions requiring some independent judgment in the use of work methods and procedures. Must be proficient in all computer applications and have strong data entry and clerical skills.

Responsibilities

• Data input for Grasshopper Group and its clients.
• Maintain therapist schedules with input for the staff members and their clients through the EHR (Best Notes).
• Maintain health insurance information for all clients ensuring they are up to date and accurate before each therapeutic session.
• Input health insurance payments into the EHR and other data collection documents.
• Communicate with Chief Operating Officer, Clinical Director, and third-party billing company about health insurance claims for clients.
• Perform other assistive duties for Grasshopper Group staff, as appropriate.
• Compose routine and general correspondence thoroughly, neatly, and legibly.
• Maintain confidentiality and security of all records.
• Answer incoming telephone calls, take messages, or transfer calls as appropriate.
• Communicate effectively and coherently with staff, clients, visitors, and all callers.
• Route calls and/or take accurate and legible messages.
• Review all incoming and outgoing correspondence; determine distribution, note action taken, and record any pertinent information.
• Maintain refrigerator temperature log and disposal of outdated items; turn them in to Compliance Officer and Clinical Director.
• Maintain Environment of Care (EOC) Checks for the building; turn them in to Compliance Officer and Clinical Director.
• Maintain Emergency Evacuation Drills and turn them in to Compliance Officer and Clinical Director.
• Communicate in a manner that respects client confidentiality at all times.
• Follow company procedures to promote optimum safety practices to provide a safe, clean, and secure environment for staff and clients.
• Comply with all state and/or federal safety procedures as trained, and document all safety measures as required.
• Treat clients with dignity and respect.
• Assist in the effective management of facility/department resources.
• Remain alert at all times and react quickly, efficiently, and calmly in an emergency.

Requirements

• High School Diploma/GED or equivalent is required; Associate’s or Bachelor’s degree in a social services or business-related field from an accredited college/university is preferred.
• Two years’ experience in a clerical position preferred.
• Excellent written and oral communication skills.
• Ability to communicate effectively with clients, caregivers, and placing entities.
• Ability to work collaboratively.
• Must meet all requirements for pre-employment as required by the Corporation and/or state regulations, service standards, and licensure requirements.

Skills & Competencies

• Professional, Legal, and Ethical Clerk Practice
• Teamwork & Collaboration
• Communication
• Time Management
• Accurate Documentation
• Informatics & Technology
• Quality Improvement
• Safety
• Professional Development
• Leadership
• Critical Thinking
• Stress Management

Certifications & Licenses

• Current valid driver’s license from state of residence with a satisfactory driving record as defined by the company vehicle policy and/or liability insurance carrier. Must obtain a current valid driver’s license within the first thirty (30) days of employment if your driver’s license is from a state other than the one you reside in.
• Maintain certifications in First Aid/CPR.

Physical Demands

• Must be able to bend, stoop, push, pull, reach, sit, stand, and walk for periods of time.
• Must be able to lift from the floor to waist up to 10 pounds frequently and up to 30 pounds occasionally.
• Must be able to react quickly to unpredictable situations which may require rapid or heavy physical exertion.

Visual and Cognitive Demands

• Must have excellent communication skills.
• Must be able to generate written reports or summaries using prescribed format.
• Must be able to give and receive verbal and written instructions.
• Must have fine vision, sustained vision, and peripheral vision.
• Must possess sufficient eye/hand coordination to operate office equipment including, but not limited to, phone, computer, calculator, copier, or typewriter, if applicable.

Work Location and Environment

• Home-like, office, and machine shop settings with varying degrees of background noise.
• Lighting and ventilation as found in a typical home, school, or office setting.
• Buildings, grounds, and vehicles are smoke-free.
• The possibility of exposure to bloodborne pathogens exists if universal precautions are not followed.