Residential Autism Services Administrative Assistand

Under the direction of the Director of Residential Autism Services, the Administrative Assistant is an integral part of the Continuous Quality Improvement process within the Monarch Boarding Academy (MBA) and Psychiatric Residential Treatment Facility (PRTF). The Administrative Assistant ensures all work is completed in a timely and efficient manner and discretion is exercised in handling written and verbal material that is confidential and personal in nature. Further, the Administrative Assistant ensures that client information disseminated outside the Agency conforms to all appropriate internal and external rules and regulations.

ESSENTIAL DUTIES:

1. Support calendar management for the Director of Residential Autism Services.
2. Support the ongoing management of the Director of Residential Autism Services’ task list.
3. Maintain minutes for scheduled programmatic and clinical team meetings including, but not limited to, clinical rounds, case management, and program-specific team meetings.
4. Organize, inventory, and maintain supply needs for Residential Autism Services.
5. Coordinate special events for staff appreciation, and recognition as needed.
6. Responsible for handling requests for clinical record information (i.e. Release of Information) in accordance with Agency policy.
7. Prepare files for storage and send files to off-site storage. This includes lifting boxes approximately 25-301bs.
8. Retrieve files from storage as necessary and track requested records per Agency policy.
9. Check, and verify client insurance (i.e. Medicaid & Commercial Insurance) as needed.
10. Enter new clients into agency Electronic Health Record (EHR). Maintain client records in the Agency EHR, including, but not limited to, scanning, auditing, and updating client information.
11. Assist with ongoing maintenance of Agency platforms used within programs.
12. Responsible for per diem billing and other mandatory reporting requirements.
13. Responsible for special projects as assigned.

 
OTHER DUTIES:

14. Attend scheduled staff meetings, supervision, and on-going training.
15. All required trainings, certifications and licensure must be kept current in accordance with applicable licensing and accreditation regulations and standards.
16. Respect the privacy of clients and hold in confidence all information obtained during the client’s treatment.  All client-related documents should be handled in accordance with Agency guidelines on confidential material.
17. Maintain high standards of ethical and professional conduct and adhere to Agency policies and procedures.
18. Other duties as assigned by management.

QUALIFICATIONS:

1. Education:   Minimum High School Diploma required.
2. Licensure:    N/A
3. Skills/Competencies:

• Core Expertise: Possesses skill, knowledge and abilities to perform the essential duties of their role; keeps knowledge up to date.
• Cultural Competency: Demonstrates awareness, sensitivity and skills in working professionally with diverse individuals, groups and communities who represent various cultural and personal background and characteristics.
• Interpersonal Communication: Communicates clearly using verbal, nonverbal, and written skills in a professional context; demonstrates clear understanding and use of professional language.
• Professional & Ethical Conduct: Adheres to professional values such as honesty, personal responsibility, and accountability; applies ethical concepts within scope of work and adheres to Agency policies and procedures.
• Collaboration & Teamwork: Functions effectively as a member of a professional team that includes employees, clients and family members.
• Problem-Solving & Decision-Making: Recognizes problems and responds appropriately; gathers information and sorts through it to identify and address root cause issues; makes timely decisions.

4. Experience: 2-3 years of office experience required.

Bellefaire JCB is an equal opportunity employer, and hires its employees without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability or any other status protected by federal, state or local law.

Bellefaire JCB is a partner agency of the Wingspan Care Group, a non-profit administrative service organization providing a united, community-based network of services so member agencies can focus on mission-related goals and operate in a more cost-effective and efficient manner.