Hybrid Duncan Admin Assistant en MARIE DETTY YOUTH & FAMILY SERVICE CENTER INC

Description

Monday through Friday 8am-5pm

Starting pay is $15 hourly 

Responsibilities

1. Assist in answering a multi-line telephone system, take messages and forward to appropriate designee.
2. Maintain, enter, and update data that goes into the JOLTS database system, assigning new JOLTS numbers as needed.  Build case files, distribute to appropriate staff and program.
3. Responsible for maintaining weekly, monthly, and quarterly reports for outpatient mental health & substance abuse, FTOP, mentoring, tutoring, prevention classes, and other miscellaneous services that can be billed through the JOLTS system.
4. Responsible for putting data into the Chart Caddy system.
5. Maintain files for all the different programs and providers in the Duncan office including keeping weekly filing current.
6. Act as the location’s health & safety representative.
7. Act as the grievance coordinator for ODMHSAS clients served through the Duncan office.
8. Assist clients with appointments. Maintain schedule for outpatient mental health & substance abuse counselors to include clinical director.
9. Perform client intakes and implement crisis intervention procedures.
10. Coordinate referrals between programs.
11. Follow agency policy and procedures.
12. Work with Chart Caddy to complete all billing for Medicaid, private insurance, and reconciliation of self-pay accounts.
13. Make regular deposits from cash received for services.
14. Make sure office stays organized and stocked with office supplies and other necessary items and completes purchase requests for items needed by the office. Maintain work orders and purchase requests.
15. Pull records and copy for record requests.
16. Maintain confidentiality of client information by making sure that no documentation is left out in the open where it could potentially be seen by unauthorized persons.
17. Assure that everything documented is accurate and correct, not putting any inaccurate information into the system or on reports.
18. Maintain communication with clinical director by reading and responding to emails daily.
19. Participate in monthly staff meetings and take notes. Email notes to clinical director after each staff meeting to email out to staff.
20. Responsible for completing the required minimum number of training hours per year (24 hours/full-time; 12 hours/part-time).
21. Other duties as required by program needs.

Competencies

1. Consistently presents a professional attitude and demeanor with clients and all others that contact the agency. 
2. Effectively maintain clients’ files, audit section one of all charts, and accurately enter client information into Chart Caddy and JOLTS.
3. Effectively maintain counselors’ schedules and manage waiting lists. 
4. Maintain program outcome measures that are accurate and complete.
5. Upholds good working relationship with Clinical Director and all co-workers. 
6. Understands and applies the agency policies and procedures (i.e. dress code and appearance, adherence to work schedules, completion of trainings, etc.).
7. Punctually attends meetings and trainings. Completes assigned trainings in adequate time frames and obtains the minimum number of training hours required within the calendar year.
8. Demonstrates dependability by consistently working scheduled shifts and following proper procedures when unable to work scheduled shifts.
9. Displays cultural competency by valuing the fundamental rights, dignity, and self-worth of all people including respecting age, culture, disability, ethnicity, race, religion/spirituality, gender, sexual orientation, marital status, socioeconomic status, or any basis proscribed by law.
10. Interacts with others in a professional manner and effectively navigates interpersonal differences. Maintains appropriate boundaries with supervisors, colleagues, and clients.
11. Demonstrates the ability to consult or seek supervision regarding concerns or issues and communicates effectively with colleagues and clients.
12. Displays professionalism and ability to work as part of a team to assist in providing comprehensive care to clients.
13. Identifies potential safety issues and takes measures to reduce risks and protect clients, staff, and themselves.

The Administrative Assistant will receive training and be evaluated based on each of the above competencies and responsibilities. Your signature indicates you have reviewed and understand the job description.

This is an hourly position classified as eligible for overtime according to the provisions of the Fair Labor Standards Act.  Marie Detty Youth and Family Services is an at-will employer.  Employment is by mutual consent of the company and employee and either may terminate the relationship at any time, with or without cause or advance notice.  This job is contingent upon funding; however, availability of funding is not a guarantee of continued employment, nor does it imply any specific terms of employment.

Qualifications

Requirements

1. Must be 21 years old.
2. Must have a minimum of a high school diploma/GED with adequate education, training, and experience. One year of general experience plus two years of specialized experience in office/receptionist procedures to include customer service and Microsoft Office software.
3. Demonstrate strong writing, verbal, and organizational skills.
4. Must have strong interpersonal skills, flexible attitude, and able to meet the demands of a busy office.
5. Must have a valid driver’s license and telephone.
6. Must be able to lift at least 25 lbs.
7. Must pass FBI background investigation.
8. Ability to communicate with and advocate on behalf of clients.
9. Ability to maintain records and adhere to confidentiality.
10. Ability to maintain a professional appearance and demeanor at all times.
11. Adhere to all regulations concerning confidentiality, judgment, tact, and diplomacy.
12. Ability to assess situations, identify potential safety issues, and independently initiate safe interventions.
13. Must be able to attend mandatory trainings and monthly staff meetings as scheduled.  The Administrative Assistant is required to become certified (within 90 days) in CPR/First Aid.