Administrative Support

Administrative Support - Residential

Job Code:12764

Location:Saco 04072

Department:Other

FT/PT Status:Full Time

Summary:

Provides program support in a variety of administrative areas including client records, scheduling, authorizations of service, and finance. Serves as the liaison between administrative support departments and the program.

ESSENTIAL FUNCTIONS:

• Enters required Incident Reports to the state-wide database Electronic Information System (EIS) by collecting data and entering within the required time frame; coordinates required follow-up with the appropriate parties.

• Answers phone calls quickly and professionally, assists callers and transfers when necessary, courteous and efficient service to all internal and external customers.

• Gathers necessary information, proofreads, confirms requirements and scans into system to save or share with appropriate parties.

• Prepares required program communication and documentation (i.e. letters and other requested correspondence) and sends through appropriate channels including email and postal services.

• Supports the scheduling processes of residential services in an administrative role by scheduling meetings for the supervisors, directors, and other program needs; includes entering holidays and requested time off.

• Monitors receipt of client documentation and reports missing documentation.

• Process releases of information for clients.

• Orders supplies for the residential administrative office and other residential programs as needed.

• Track reportable event reports and 30-day mandatory follow up requirement.

• Maintains overall appearance of administrative building.

• Prepares and sets up materials for meetings.

• Assists in maintaining and updating changes to files in the Residential Services North (RSN) folders.

• Attends and documents assigned meetings; communicating notes to the appropriate parties.

• Enters receipt data for credit card reconciliation.

• Provides excellent customer service to all Sweetser employees and community partners.

• Oversees and tracks client allowance.

• Follows all HIPAA Privacy regulations to protect the confidentiality of all client information and release of information from area(s) of responsibility.

EDUCATION:

• High School Diploma required; Associates Degree or higher preferred.

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:

• Valid state driver's license

EXPERIENCE:

• Experience in behavioral healthcare preferred.

• One to three years of customer service experience preferred.

• One to three years of experience working with administrative and/or financial data and systems preferred

KNOWLEDGE AND SKILLS:

• Able to practice high levels of organization and time management.

• Experience with computerized systems, spreadsheets and word processing software.

• Proficient with Microsoft Office applications.

• Excellent customer service skills.

• Ability to communicate effectively both orally and in writing.

• Ability to work and complete multiple tasks concurrently.

• Ability to sort and file materials correctly by alphabetic or numeric systems.

• Knowledge of English grammar, spelling, and punctuation.

• Skill in typing 50 wpm with 98% accuracy rate on all typed documents.

• Ability to establish and maintain effective working relationships with staff.

• Ability to adapt to change and handle stressful situations.