Administrative Assistant

Job Description

Classification: Administrative Assistant

Working Title: Administrative Assistant, Back On Track and ARC-Men

Primary Purpose of the Organizational Unit

This position functions within Legacy Human Services, Inc., which is a private, not-for-profit organization located in Vance County, North Carolina. Legacy Human Services, Inc., hereafter referred to as the Company, operates a variety of mental health and substance abuse services. The program services supported by this position include:

The Addiction Recovery Center for Men, a halfway house for adult males experiencing problems with substance abuse.

Back on Track – a community-based Substance Abuse Intensive Outpatient Program that provides group counseling for those in recovery from Substance Abuse Disorder.

The purpose of these services is to provide those who suffer from addiction and/or mental illness, the opportunity for recovery and for an improved quality of life. This is accomplished through the provision of services, which improve the life skills necessary to gain employment, live independently in the community, and/or function within the highest-level possible.

Primary Purpose of the Position

The primary purpose of this position is to organize and coordinate. and monitor all the non-clinical operations of Back On Track.

Work Schedule

The hours of this position are Monday through Friday, 8:00 a.m.- 5:00 p.m. However, this position must be flexible and available to assist with emergency coverage & availabilities.

DUTIES AND RESPONSIBILITIES

1. Manage the medical record.

Set up medical records for new consumers.

File notes and correspondence in the medical record in a timely manner.

Send requested information to community partners with the appropriately signed consents for release of information.

Document releases in chart.

Request information needed by the Back On Track team from the appropriate

community partners.

Monitor charts in coordination with the clinicians to assure that

they are being maintained in accordance with pertinent rules and regulations.

Monitor WELLSKY for program notes.

Assist with Medication Management.

Assist with Service Authorization procurement.

Assist with outreach and building the programs census.

2. Operate and coordinate the management information system.

Develop and utilize Excel spreadsheets to track information.

Send the required information to the Local Management Entity as directed by the Lead Counselor.

Collect necessary data and prepare reports.

3. Maintain accounting records for consumers.

Manage and maintain an account with a local bank for deposits.

and withdrawals of consumer budgets.

Manage and operate the system to document all cash.

transactions with receipts signed by consumers upon receiving cash.

Manage and operate the system to receive money from guardians or payees, maintaining a record of receipt and the current balance for each client.

4. Maintain accounting and budget records for Back On Track program expenditures.

Maintain records of staff leave time.

Maintain & review with the Lead Counselor or Finance Officer the Back On Track budget for operations and ensure that all purchases of supplies and equipment remain within that budget.

Order and maintain Back On Track supplies, equipment, & furniture. Arrange for repair of office furniture & equipment.

Record mileage logged on program vehicles.

Arrange for maintenance of program vehicles.

5. Provide receptionist activities.

Triage phone calls and coordinate communication between the Back On Track staff and consumers.

Get answers to questions for people served, families, community resources, and community partners.

Collaborate with callers to relieve urgent situations or to temporarily manage them until other Back On Track staff are available.

Address symptomatic behavior (i.e. – shouting, pacing) and decide when and how quickly to refer calls to other Back On Track staff.

Assess and report clinical behaviors and information (i.e. – poor self-care, medical problems, increased overt symptoms) that are out of the ordinary for a particular consumer.

6. Attend staffing meetings as directed by Lead Counselor.

7. Other duties as assigned.

OTHER POSITION CHARACTERISTICS

Accuracy Required in Work: Must be attentive to operation of SAIOP and ARC-Men Program and be able to adequately understand oral communications and conduct assigned duties.

Consequences of Error: Consequences are commensurate with the nature of the error; it may range from inconsequential to extremely severe. The work of this position directly affects the consumers and parents, as well as the overall operation of the program, the Company, other agencies, and the community.

Instructions Provided to the Employee: Employee Work Plan on an annual basis; general and specific training; and ongoing supervisory meetings.

Guides, Regulations, Policies and Procedures Used by Employee: Follows MH/DD/SA Standards, Medicaid standards/requirements, Confidentiality Rights and Directives, and Company Policies and Procedures.

Supervision Received by the Employee: Regularly scheduled.

administrative supervision provided.

Variety and Purpose of Personal Contact: Contact with staff,

consumers, community agencies, and family members varies from

daily to weekly.

Must be able to work with and deal effectively with individuals.

from Diverse cultural and socioeconomic backgrounds.

Physical Effort: This position must be capable of participating in

recreational sports/activities with consumers.

Environment and Conditions: Well-maintained facility. Safety, health,

& fire inspections performed yearly. All safety regulations were followed.

Due to the nature of consumers served, this position is at elevated risk for

exposure to infectious diseases including HIV, AIDS, Hepatitis B, etc.

annual training on blood borne pathogens is provided.

Machines, Tools, Instruments, Equipment, and Materials Used: Vehicle, telephone, & computer.

Visual Attention, Mental Concentration, and Manipulative Skills:

All are necessary and required in all aspects of the position.

Safety for Others: Arrange for the safety of members and staff or

refer to appropriate individual and/or community resources.

Dynamics of Work: Changes in standards and policies and procedures can have a direct impact on this position. Must have the ability to provide appropriate supervision/programming to the severe and persistently mentally ill adult population.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of computers & software.

Knowledge of simplified billing & accounting procedures.

Knowledge of medical records management.

People & critical thinking skills to assist & support persons served with serious substance abuse disorders and their families.

Organizational skills.

Skills and competence to establish supportive trusting relationships with persons with serious substance abuse disorders.

Ability to make contacts & establish relationships to get information necessary for Back On Track to function within the larger system.

Strong commitment to the right and ability of each person with a serious substance abuse disorder to live in normal community residences, to work market jobs and to have access to helpful, adequate, competent, continuous support and services.

Respect for client rights and personal preference in treatment.

EDUCATION AND TRAINING

Minimum of high school diploma or GED.

Associate’s degree Preferred.

Experience with the substance abuse population.

Experience with adult, mentally ill population.

Experience in office management and computer skills are REQUIRED.

A valid NC Driver’s License is required.

Job Type: Full-time

Pay: $16.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Application Question(s):

• Do you have a NC Driver's License?

Education:

• Associate (Required)

Experience:

• Office management: 5 years (Required)
• Computer skills: 5 years (Required)
• Organizational skills: 5 years (Required)

Work Location: In person

Salary : $16