Overview 

POWER's mission is to help women reclaim their lives from addiction and related emotional health issues and improve the well-being of future generations. We are an agency committed to providing quality gender-responsive, trauma-informed treatment and recovery supportive services to women with substance use and co-occurring disorders. 

The Senior Administrative Assistant plays a critical role in supporting the team by providing administrative support to the Program Manager/Supervisor, staff and overall program or department to ensure the most efficient and effective day-to-day operations. Essential duties include providing excellent customer/client services via phone and in person; referring callers to the appropriate departments; assisting clients with forms. The position is considered a crucial link between the client and the care delivered by clinical staff of POWER Connection program. The Sr. Administrative Assistant must work collaboratively with all Clinical staff in support of direct patient services, exhibiting flexibility and a “can do” attitude. Client services are the key priority in this position requiring the Sr. Administrative Assistant to serve as a point of contact with other internal and external departments, all with the goal of fostering an environment which promotes client and guest comfort and trust. 

Starting annual salary for this role is $19.86/hour

(All wages are listed as a starting rate, offers will be based off of relevant experience, education and skills)

Essential Duties and Responsibilities  

*This position will assist and work with various POWER Departments including POWER Connection, Central Intake, and POWER New Day* 

Administrative/Clerical

• Complete Mentor assignments - verify insurance, update electronic medical record

• Check and respond to emails

• Schedule ZOOM/Microsoft Teams meetings for PC staffing meetings, PC Sup meetings, for Mentors (Telehealth)

• Pack up and track any paper charts for storage

• Follow up on referrals that have missing information

• Maintain PC SharePoint-uploading documents, keeping it clean/free of outdated documents, using it to communicate when necessary

• Sort the mail and upload documents to client chart if applicable and notify staff of receipt i.e.: subpoenas, invitations to CYF Teaming Meetings, consents, case management forms

• Print and make enrollment/client packets and bags 

• Order items and purchase incentives/treatment bags

• Print and mail enrollment documents- any form a client wants as a copy i.e.: credible plans, consents

• Print and mail crisis plans, prevention plans, completion certificates to clients

• Attach successful completion certificates to client discharge service

• Upload recovery crisis plans

• Create, mail and upload Engagement letters, Outreach letters and document in the KIDS as applicable

• Assist CYF Training Specialist with PowerPoint slides, scheduling trainings with partners (i.e. CYF, other agencies)

• Assist Lead Health Navigator (Wellness Nurse) with creation of excel reports and retrieval of data from EMR 

• Provide coverage for other program Administrative Assistants, including greeting and checking in clients and visitors at the front desk. 

• Complete specific requests, projects, and assignments by supervisors/managers. 

Collaboration 

• Work in partnership with agency administrative support team on special projects as needed.

• Provide back-up support to other programs and departments as needed. 

• Participate in meetings and staff development/training activities as required.

Requirements 

• High school diploma or GED required; associate’s degree and/or formal administrative support training preferred; plus, two or more years of relevant experience as an administrative support staff. 

• Excellent computer skills, especially with Microsoft products including Word, Excel, Publisher, etc.; working knowledge and/or experience with Access databases and/or experience with an EMR system a plus 

• Excellent organizational and time-management skills, good multi-tasking abilities, strong verbal and written communication skills and a friendly team player. 

• Self-directed and flexible to meet the needs of administration and management, and ability to manage multiple tasks.

• Value for and ability to deliver excellent customer service. 

• Personal recovery experience is not required; however, knowledge of drug and alcohol or mental health programs and recovery support systems is helpful. 

• Understand and support a trauma informed system of care. 

• Model and support clients and staff in health and wellness activities and with using healthy coping skills. 

• Support organization’s mission with a sensitivity of cultural diversity and workplace harmony. 

• Ability to secure Act 33 and 34 clearances. 

Working Conditions 

•  Ability to work in POWER’s various program sites and offices. 

• Ability to work the hours necessary to complete the work. 

• Ability to climb stairs and lift light boxes. 

Disclaimer 

• Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to do this job at any time. 

• This job description reflects management’s assignment of essential functions; it does not restrict or prescribe the tasks that may be assigned. 

• Critical features of this job have been described in the narrative. They may be subject to change at any time due to reasonable accommodation or other reasons. 

POWER is an equal opportunity employer and provider