Administrative Assistant (Pathways)

Basic Function: Provides program information, direct incoming calls, manage and monitor reception common areas, manage and coordinate appointment schedules for staff, and perform various data entry and general office tasks in a team environment. Follows and enforces in-office safety protocols to maintain a safe and secure work environment. Provides support for other work areas as necessary.

Reporting Relationship:
Reports to: Pathways to Success Program Manager
Supervises (Position Title): None

Principal Duties/Responsibilities:
• Receive and screen incoming call, taking messages and responds to inquiries exercising some independent judgment.
• Greet and direct clients and other callers using some judgment in relaying program information.
• Experience working with multi-line phone systems and office equipment (copiers, postage machines, fax machine, etc.).
• Display professionalism and represents the organization in a professional manner.
• Provide program information, education and support to client families.
• Link Pathways families with Outpatient services as needed.
• Complete enrollment for new Pathways clients and review enrollment for existing clients.
• Schedule and coordinate client appointments in the electronic health record.
• Coordinate schedules of availability with Pathways staff, updating information as necessary in designated repositories (within the Ehr, or in cloud-based files).
• Notify Pathways staff, as appropriate, of scheduled appointments.
• Alert Pathways staff when an IMCANS needs to update as well as when a follow-up CFTM needs to be scheduled.
• Verify client's eligibility for services, and insurance coverages.
• Provide reminder calls to clients and families of upcoming appointments.
• Must be able to create documents in WORD, Excel, Adobe, and cloud-based repositories.
• Obtain and update demographic information and copies of necessary documents.
• Participate in initial and ongoing training and supervision.
• Provide telephone and front door coverage to ensure access during normal operating hours.
• Conduct safety screening of all entrants into the building.
• Ensure that signage, certificates, and program information are appropriately displayed in common areas as directed.
• Must be well organized and be able to multi-task.
• Take inventory and identify shortages of office supplies.
• Assist with ordering office supplies, promotional items, and ISS/TSS items.

• Process Pathways invoices
• Assist with scheduling Pathways Stakeholder meetings and complete meeting minutes.
• Work with the Community Resource and Relations Coordinator to plan community events.
• Maintain confidentiality and be compliant with all HIPAA rules and regulations.
• Report incidents or violations related to health and safety to immediate Supervisor and to appropriate
• Management staff.
• Report any problems or concerns related to client/client family, staff, building or facilities, or equipment to immediate supervisor and appropriate staff.
• Active member of divisional safety team, participating in safety trainings and exercises.
• Scan, fax or enter documentation as requested.
• Create, update, copy and maintain documents and forms as needed.
• Perform other duties and responsibilities consistent with the tasks outlined and the operating needs of the agency.
• Responsible for opening and closing building access as is applicable.

Requirements: 

• This position calls for a minimum of a high school diploma or equivalent, knowledge of community resources and ability to use a variety of applications on a computer.
• Minimum of one year of experience working in a medical or clinical office environment.
• Fluency in both English and Spanish is preferred.
• This position also calls for an individual who has been cleared by the State of Illinois based upon a prior history of child abuse/neglect. In addition, the individual must clear a personal background review, fingerprinting, and criminal checks.
• This position also calls for demonstrated competence in oral, written and electronic communication.
• Must be familiar with the operation of but not limited to desktop computer systems, cell phone, laptop, notebook, netbook, and tablet type devices.

Mental/Physical Demands:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Work requires prolonged concentration using a computer in analyzing and manipulating data. While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand and walk. The employee must lift and/or move up to 10 pounds and occasionally life and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.

Environmental Conditions:

Staff are expected to have the ability to work remotely from home if necessary, and with Supervisory approval. Safety Protocols while at the office and within the community are to be strictly adhered. Specifications:

This description documents the general contents and requirements of the job. It is not to be construed as an exhausted statement of duties, responsibilities, or requirements. The principal duties and responsibilities shown are all essential job functions except for those indicated with an asterisk (*). The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.