What are the responsibilities and job description for the Administrative Assistant position at City of Virginia Beach?
The City of Virginia Beach Department of Human Services is seeking to hire a candidate who has front office experience in a behavioral health setting and who is detail-oriented and has exceptional organizational skills for the Administrative Assistant position at the Assertive Community Treatment (ACT) program.
Duties
Duties
- Provide administrative support to the entire ACT Team, with intensive support to the Team Leader, Program Coordinator, Nurse manager, and Psychiatrist.
- Schedule appointments for psychiatrist and nursing staff; checks clients in and out; uses strong interpersonal skills and sound judgment to manage waiting room area; alerts security and/or activates paging system when necessary to maintain a safe environment.
- Provide excellent customer service and assist consumers and guest in the lobby.
- Utilize a multi-line phone system to answer incoming ACT calls in a prompt, helpful, and professional manner; appropriately direct calls and assists with ensuring urgent needs; develop knowledge of consumers in order to best meet their needs and route their calls.
- Maintain client records and follows established guidelines for: filing and retrieving documents, transferring medical records within the Virginia Beach Community Services Board (VBCSB), thinning/archiving records, replacing records jackets, ensuring current documents are stocked and available for staff utilization, and protecting the confidentiality/security of client records.
- Orient new employees to office protocol and procedures.
- Assist staff in problem solving issues with office equipment, including computers, software, printers, etc.
- Distribute program, courier, and US mail, bulletins, memos, and notices in a timely fashion.
- Review expenditures for accuracy and conformance with established guidelines/standards (a high degree of accuracy and attention to detail is required); researches concerns and reports discrepancies to supervisor.
- Prepare payment vouchers and processes invoices for payment.
- Implement and maintain new tracking mechanisms upon request and prepares daily, weekly, monthly, and quarterly reports for Team Leader on multiple data elements, e.g. pharmacy, monthly breakdown of expenditures by funding type, etc.
- Track ACT data using a DBHDS database and submits reports by deadlines.
- Assist with maintaining resource information, updating Consumer List, and keeping information current and available to staff in the ACT Admin folder.
- Serve as the program’s liaison by partnering with other departments and outside vendors to provide program-related information/reports, keep equipment functional and available, and resolve issues that may ACT program performance, e.g. city vehicles, maintenance, cell phones, vendor tax documentation, etc.
- Collaborate with client payees regarding mailing arrangements for transient clients.
Salary : $2,000
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