Position Title: Administrative Assistant

Reports to: Executive Assistant

Evaluation: End of probation period and annually thereafter

Duties & Responsibilities

Position Summary

The Administrative Assistant is responsible for the day-to-day administrative and customer service duties of Reach Family Services, Inc. (Alcanza Servicios de Familia). Administrative Assistant is responsible providing administrative support to the Business Operations Lead, in a manner that is aligned with the mission, vision and values of the agency.

Administrative Job Responsibilities:

The Administrative Assistant oversees and manages all of the office procedures and other tasks as assigned by the Business Operations Lead and Executive Director. Administrative Job Duties:

· Open, sorts and distributes incoming correspondence including fax and email.

· Performs general clerical duties to include, but not limited to, bookkeeping, copying, faxing, filing and data entry.

· File and retrieve organizations records, documents and reports.

· Ensures all clinical records are maintained and updated as required.

· Maintains rapport with clients, referring agencies, co-workers and the Business Operations Lead by arranging continuing contacts; researching and developing new services and methods; setting priorities; resolving problem situations.

· Provides information by answering questions and requests.

· Maintains continuity of work operations by documenting and communicating needed actions to the Business Operations Lead.

· Collect and maintain inventory of office supplies, purchasing and ordering as needed.

· Welcomes visitors by greeting visitors, in person or on the telephone; answering inquiries; relaying calls to appropriate employees; giving directions; referring inquiries to the Business Operations Lead when necessary.

· Responsible for ensuring all clinical records contain a current provider treatment plan. Including objectives, as well as, services and frequency in which those services are to be provided.

· Responsible for monitoring and reviewing staff Intake documents and ensuring that direct service staff are completing documents in a complete and clear manner.

· Establishes client record by preparing folder and completing necessary client paperwork.

· Maintains client confidence and protects operations by keeping information confidential.

· Assists staff with inquiries and locating client records

· Maintains patient and claims files by entering and adjusting data.

· Gathers billing information by reviewing claims paperwork submitted by Reach Family Services staff; checking for completeness.

· Responsible for reviewing monthly summaries to ensure data integrity for claims preparation.

· Reviews documents to ensure they are complete and up to date.

· Determine AHCCCS eligibility upon intake and on a monthly basis for current charts.

Customer Service Job Responsibilities:

Serves customers, both internal and external by providing product and service information; resolving product and service problems.

Customer Service Job Duties:

· Attracts potential referrals by answering questions about the services provided by Reach Family Services.

· Assists client services by ensuring referral paperwork is completed per Reach Family Services policy and procedures.

· Contributes to team effort by accomplishing related results as needed.

Knowledge and Skills

Administrative Skills

· Organizational Astuteness, Administrative Writing Skills, Time Management, Attention to Detail, Quality Focus, Professionalism, Productivity, Patient Services, Medical Teamwork, Telephone Skills, Customer Focus,

· Reporting Research Results, Analyzing Information, Data Entry Skills, Confidentiality, Thoroughness, Internal Communications, Administrative Writing Skills, Accounting, Informing Others, Data Processing

Customer Service Skills

Customer Service, Quality Focus, Problem Solving, Documentation Skills, Listening, Phone Skills, Resolving Conflict, Analyzing Information, Multi-tasking

Other

· Provides timely feedback to Executive Director

EDUCATION AND EXPERIENCE

· High School Diploma or GED required

· Bi-lingual Preferred

· Experience in Behavioral Health is preferred

· Computer Experience is required. Must be familiar with Word, Excel, Adobe.

· Preferred 2 years’ experience as an Administrative Assistant (or equivalent) By signing below I acknowledge that I have read and understand the above job description. I have the skills necessary to perform the duties and meet the expectations listed above. I can physically perform the stated tasks with or without reasonable accommodation. I have the educational requirements and experience needed for this position.