SUMMARY
This position is responsible for supporting the efficient operation of the Behavioral Health department and programs. Provides a wide variety of administrative support activities and performs numerous duties, including scheduling, handling visitors, inquiries, mail, communications, and other general office functions. Support the director and program staff by conducting clerical functions and assisting with day-to-day activities. Assists with coordinating consumer applications for treatment, corresponding, and documenting in electronic health records.
JOB DUTIES
- Answer telephone calls in a professional positive manner, direct calls to the appropriate party and take messages as required. Answer questions regarding general information about the program.
- Assist in recruitment efforts by scheduling interview with candidates, if needed.
- Greet visitors professionally and positively, determines the purpose of their visit, and directs them to the appropriate staff member.
- Provide general clerical support to supervisor and/or program staff with various clerical duties to include sorting, filing, maintaining source documents, typing correspondence/reports, and expediting departmental needs.
- Order and stock office supplies as needed.
- Maintain files of program documents, forms, and other related material.
- Assist the supervisor with projects, tasks, and meeting activities, including copying, and preparing packets and support, as needed.
- Receive, sort, date, and distribute daily mail.
- Maintain a neat, clean, clutter-free, professional appearance at the front desk.
- Coordinate the flow of information at the front desk verbally through telephone, answering machine, face-to-face visits, and electronically (fax machine).
- Keep office equipment operational, manage office supplies, file, photocopy, and collate documents.
- Utilize FNA's electronic health records to assist in creating consumer charts, scanning, and uploading application materials, documenting contacts with consumers and referral sources. Log outside contacts on the records disclosure log according to applicable releases of information.
- Prepare and coordinate consumer travel, as needed.
- Receive and document payment for services, as needed.
- Enter urinalysis specimens collected by various programs and services into the EHR, and collect UAs as needed.
- Assist and support the other staff as needed.
- Perform other job-related duties as assigned.
NECESSARY KNOWLEDGE, SKILLS, AND ABILITY
- Knowledge of health, social services, and other general/local services throughout the Fairbanks area.
- Ability to learn and apply program/agency operating policies and procedures.
- Knowledge of customer service concepts and practices.
- Understanding of and sensitive to diverse cultures and lifestyles, as well as cross-cultural communication styles.
- Skill in operating personal computer utilizing a variety of computer software.
- Skill in managing multiple priorities and tasks concurrently and meet deadlines.
- Skill in oral and written communication.
- Skill in establishing and maintaining cooperative working relationships with colleagues, supervisors, and consumers.
- Ability to report to work in a timely manner.
- Ability to work independently as well as with teams.
MINIMUM QUALIFICATIONS (Education & Experience)
- High school diploma or GED.
- Two (2) years of experience performing clerical duties.
- Excellent working knowledge of standard office procedures, practices, and equipment.
- Working knowledge of personal computers and software programs such as Windows, Outlook, and Microsoft Office.
- Above average organizational skills and the ability to prioritize work assignments.
PREFERRED QUALIFICATIONS (Education & Experience)
- Associate's degree in business administration or related field.
- Formal clerical training.