Duties and Responsibilities
1. Serve as an administrative representative to the team, working with other leadership personnel to assist in the implementation of changes in procedures or policies.
2. Overall coordination and scheduling of office and clinical staff to ensure appropriate coverage in SUD offices. Assist with the orientation and professional growth of new hires.
3. Attend team meetings as directed, to provide input and assess team needs related to the clerical and administrative functioning of the office.
4. Market SUD services and network with community partners, as well as scheduling marketing meetings for staff.
5. Actively identify areas for improvement develop recommendations for change regarding the functionality of the offices.
6. Perform a variety of administrative tasks as assigned by the Director or Assist Director in organizational aspects of supervisory tasks related to the team, IE scheduling, billable expectations, and reauthorization tracking.
7. Develop and maintain administrative systems that ensure efficient and effective office operations, including, but not limited to assisting staff with operation of office machinery, submitting maintenance requests for office machinery as needed, maintaining adequate supply of office materials, etc.
8. Answer calls coming into the office; forward calls to appropriate party; record and distribute messages as needed. Route all mail to appropriate party.
9. Set up and maintain files for clients; track, organize and file paperwork for each client.
10. Responsible for timely Quality Assurance compliance as related to employee’s roles and functions.
11. Maintain record of intakes, transfers, discharges, and service plan rotation, notifying Therapists and Supervisors of report deadlines on a bi-weekly basis.
Job Qualifications
Education, Training, and Licensure/Certification
High school diploma preferred
Experience
Minimum one year administrative coordination preferred.- Minimum two years clerical experience, preferred.
Knowledge Skills and Abilities
Ability to apply commonsense and understanding to carry out instructions furnished in written, oral or diagrammatic forms.- Ability to work constructively with supervisor and staff.
- Ability to type approximately 50 wpm.
- Prior experience and proficiency with standard computer word process programs, including Microsoft Office Suite is required.
- Ability to perform basic arithmetic operations, including addition, subtraction, multiplication and division; as well as ability to calculate rates and percentages.
- Ability to maintain confidentiality with client, employee and organization information.
- Ability and willingness to work as part of a team in achieving common goals. Ability to work constructively with staff and other stakeholders.
- Ability to work effectively in a cross-cultural context.
- Ability to speak, read and write fluent English. Strong oral and written communication skills with ability to prepare letters, summaries and reports using prescribed format and conforming to rules of punctuation, grammar, diction and style.
- Ability to manage multiple functions of a complex organization. Strong organizational skills.
