Assistant Admin I - Women in Recovery
Company: Family & Children's Services
Location: Tulsa
Posted on: April 30, 2024
Job Description:
DescriptionDUTIES AND RESPONSIBILITIES:
Administrative Duties
- General administrative support
- Provide administrative support to supervisor.
- Perform word processing, prepares correspondence, reports,
manual, and other written Proof all typed material with original
form for accuracy. Recommend any editing improvements to
documents.
- Perform related data entry tasks and database management Create
forms, tables, spreadsheets, and assists in special
projects.
- Maintain filing for program.
- Register clinician and/or directors for conferences. Arrange
travel/lodging, if necessary.
- Provide on-site consultation and problem-solving expertise for
office staff.
- If applicable, work closely with other super users to identify
and utilize the full potential of the EHR system.
- Identify and immediately communicate related workflow issues,
concerns, and/or operational functions to the Supervisor to improve
efficiency and client service.
- Cover front desk for meetings or occasional unexpected
absences.
- Inventory and maintain adequate supply of clinical assessment
tools.
- Compliance Duties - if applicable/varies by program
- Complete Medicaid Eligibility Verifications and procure of
Medicaid numbers and Member ID numbers when required.
- Monitor and comply with standards for implementation of program
assessment tools; provide notification/reminders to staff for
compliance with Score and provide results as necessary.
- Provide notifications to staff and directors of needed updates
and/or system Assign extra tasks to staff for extra hours as
needed.
- Utilize EHR system and other resources to supervisor; generate
and delivery assigned daily, weekly and monthly reports.
- Administer client kiosks as needed.
- Cash and credit card management
- Conduct bank runs for petty cash and change reserve, purchase
gas cards, and follow agency protocols regarding check-out of
agency charge cards (i.e. WalMart, Office Depot, etc).
- Ensure safety and security of all agency monies (i.e. petty
cash funds, assigned agency credit cards, etc.) with highest
integrity by following all established policies on front desk cash
handling and reconciliation procedures.
Front Desk Duties
- A. Telephone Operations:
- Answer all incoming calls timely and transfer to appropriate
parties.
- Demonstrate proper telephone etiquette and maintain solid
customer relations by handling questions and concerns promptly and
with courtesy and patience. Take and distribute messages as
requested.
- Promptly report concerns regarding telephone dysfunction to the
front desk supervisor or manager of support services.
- Utilize the EHR system efficiently to answer callers'
questions, as appropriate given clients' rights and legal and
ethical considerations.
- Maintain logs of calls and any additional information required
for various reports or special projects requested by
management.
- Ensure daily opening and closing of building. Ensure call
forwarding has been set each evening and system is restored each
morning.
- Front Desk Workflow:
- Open and close building Set call-forwarding before leaving each
evening and restore system each morning. Ready the reception area
each working day and ensure the front desk is fully operational at
the start of business hours.
- Maintain daily, weekly and monthly operations by following
policies and procedures.
- Update directories and reference material kept at the front
desk then distribute as appropriate.
- Establish and maintain office files, logs and other
administrative front desk reports.
- Identify areas of system improvement; suggest changes to
supervisor.
- Disseminate internal communications, including messages, faxes,
emails, memos, Access overhead paging system, if appropriate, to
make announcements.
- Generate reports as requested by staff or management.
- Operate copy machine.
- Ensure availability of agency forms and office
supplies.
- Work in partnership with Call Center by utilizing intake
inquiry system and ensuring inquiries contain accurate caller
information.
- Maintain a safe and secure working environment. Report concerns
to leadership regarding safety, staff issues, and noncompliance
activities within agency policies and procedures.
- Responsible for inventory control and office supply acquisition
and management.
- Client and Public Engagement:
- Greet and assist all visitors and clients. Be courteous, polite
and helpful to the public and clients at all times with continuous
awareness of maintaining a positive agency image.
- Calmly and efficiently assist with complaints and difficult or
emotional client situations; handle all situations in a
professional manner, exhibiting excellent customer service skills
at all times.
- Promptly report concerns regarding safety issues, customer
service and/or client complaints, and noncompliance activities of
agency policies and procedures to the front desk supervisor/manager
of support services.
- Maintain a good working knowledge of agency and community
services.
- Monitor waiting room and client needs. Maintain a comfortable,
orderly waiting room.
- Keep client appointments on schedule; review service flow
compared to schedule. Notify provider of appointments.
- Use research skills to troubleshoot client or staff
problems.
Financial Recording of Daily Business Activities - if applicable
varies by program.
- A. Make payor source assignments in the electronic system.
Determine financial status of patients and record and update
financial information in the EHR system; record and collect client
fees and co-pays.
- B. Ensure all services reported are captured and entered into
the EHR system according to protocol. Prepare and audit EHR system
"End of Business Day'' reports to ensure accuracy in day-to-day
functions.
- C. Provide immediate notification to supervisor regarding
client accounts, delinquency of client payments and issues
involving timeliness of service entry into the EHR system.
- D. Make payor source assignments in the electronic system.
Determine financial status of patients and record and update
financial information in the EHR system; record and collect client
fees and co-pays.
- E. Ensure all services reported are captured and entered into
the EHR system according to protocol. Prepare and audit EHR system
"End of Business Day'' reports to ensure accuracy in day-to-day
functions.
Program Specific Duties
- Track and Report WJT and WIR Data
- Collect and enter criminal justice data on WIR and WJT clients
including assessment date, referral source, judge, criminal
history, charges, children, etc.
- Collaborate with WJT and WIR supervisory staff and program
consultants around data collection, reporting, benchmarks and
program outcomes.
- Collaborate with WIR and WJT staff on system improvements to
address data collection and data input.
- Maintain data system expertise to maximize tracking and
reporting benefits.
- Develop and oversee tracking systems for special projects and
new programs.
- Management and Expansion of Grants, Contracts and Internal
Benchmarks
- Manage the SNAP grant for employment and education services as
needed.
- Develop and maintain employment outcome data collection and
reporting.
- Create efficient billing and invoicing procedures for
SNAP.
- Maintain monthly Participant Activity Sheets.
- Submit and track reverse referrals for clients.
- Track client SNAP eligibility and add-on support
receipts.
- Coordinate with leadership and staff to ensure compliance in
documentation for all SNAP eligible clients.
- Coordinate with finance department and state liaison on
invoicing and monthly reports.
- Administrative and Training Duties
- Assist in establishment of administrative procedures with
expansion of WJP programming and clients.
- Provide ongoing staff training on established documentation and
data collection procedures and proper utilization of tracking
systems.
- Establish procedures and protocols on proper documentation and
utilization of data system.
- Participate in staff meetings, in-service training, and
workshops.
- Perform other duties as assigned.
ESSENTIAL COMPETENCIES:
Must be able to demonstrate competencies and adhere to the values
and core principles of CCBHCs. At a minimum they include:
- Coordination & Collaboration Accessible & Available Evidenced
Based
- Person-Centered Care Family-Driven Care Recovery Oriented
Trauma Informed Data Driven
- Co-Occurring Capable Culturally Competent
All CCBHC required training courses must be completed within in 30
days of hire.
CCBHC clinical staff will utilize telehealth options when needed to
improve a client's health by permitting two-way, real time
interactive communication between the client and the practitioner
at the distant site. This electronic communication means the use of
interactive telecommunications equipment that includes, at a
minimum, audio and video equipment.
ESSENTIAL BEHAVIORS:
- Additional assignments are assumed willingly.
- Demonstrates sensitivity to cultural and ethnic differences in
all interactions.
- Adheres to agency policies and procedures and supports agency
mission and values.
- Completes all required paperwork and reports accurately in a
timely manner.
- Meets established performance/productivity standards as
determined by program and agency leadership.
- Practices accountability, confidentiality and strong ethical
standards.
- Demonstrates integrity as evidenced by honesty,
trustworthiness, respect for self and others, sincerity, and
valuing diversity.
- Demonstrates the ability to work collaboratively with other
personnel and/or service providers or professionals.
- Utilizes agency technology and attends training on updates
and/or new applications.
- Exhibits responsibility through good attendance, effective time
management, dependability, self-discipline, flexibility, and
working independently.
- Promotes team building through encouragement, support, shared
decision-making, and the seeking of synergistic results.
- Utilizes supervision appropriately and willingly participates
in training, demonstrating a desire for learning and professional
development.
- Communicates effectively both verbally and in writing.
- Partners with and openly communicates and collaborates with
department associates, program managers, and other staff
associates, program managers, and other staff associates.
- Demonstrates excellent customer service both internal and
external.
- Openly supports departmental and organizational
changes.
- Participates in identifying continuous improvement areas within
department or agency and presents possible solutions.
- Consistently produces quality work.
- Utilizes necessary knowledge and skills to perform the job,
keeping current with new and best practices.
Attends and participates in required department and agency meetings
and trainings.Qualifications
EducationBachelors of Psychology (preferred)Bachelors of Business
Administration (preferred)High School (required)
ExperienceOffice management experience. (required)Must be able to
type a minimum of 40 WPM. Requires ability to work with the public,
ability to maintain professionalism at all times and ability to
maintain confidentiality. Advanced Microsoft office skills
required. Must possess an Oklahoma Driver License and use personal
automobile to travel to locations other than primary office.
(required)
Licenses & CertificationsDrivers License (preferred)
Equal Opportunity Employer/Protected Veterans/Individuals with
DisabilitiesThe contractor will not discharge or in any other
manner discriminate against employees or applicants because they
have inquired about, discussed, or disclosed their own pay or the
pay of another employee or applicant. However, employees who have
access to the compensation information of other employees or
applicants as a part of their essential job functions cannot
disclose the pay of other employees or applicants to individuals
who do not otherwise have access to compensation information,
unless the disclosure is (a) in response to a formal complaint or
charge, (b) in furtherance of an investigation, proceeding,
hearing, or action, including an investigation conducted by the
employer, or (c) consistent with the contractor's legal duty to
furnish information. 41 CFR 60-1.35(c)
Keywords: Family & Children's Services, Springdale , Assistant Admin I - Women in Recovery, Administration, Clerical , Tulsa, Arkansas
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