Administrative Support – Residential

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Administrative Support – Residential

Job Code: 12764

Location: Saco 04072

Department: Other

FT/PT Status: Full Time

Summary:

Provides program support in a variety of administrative areas including client records, scheduling, authorizations of service, and finance. Serves as the liaison between administrative support departments and the program.

ESSENTIAL FUNCTIONS:

• Enters required Incident Reports to the state-wide database Electronic Information System (EIS) by collecting data and entering within the required time frame; coordinates required follow-up with the appropriate parties.
• Answers phone calls quickly and professionally, assists callers and transfers when necessary, courteous and efficient service to all internal and external customers.
• Gathers necessary information, proofreads, confirms requirements and scans into system to save or share with appropriate parties.
• Prepares required program communication and documentation (i.e. letters and other requested correspondence) and sends through appropriate channels including email and postal services.
• Supports the scheduling processes of residential services in an administrative role by scheduling meetings for the supervisors, directors, and other program needs; includes entering holidays and requested time off.
• Monitors receipt of client documentation and reports missing documentation.
• Process releases of information for clients.
• Orders supplies for the residential administrative office and other residential programs as needed.
• Track reportable event reports and 30-day mandatory follow up requirement.
• Maintains overall appearance of administrative building.
• Prepares and sets up materials for meetings.
• Assists in maintaining and updating changes to files in the Residential Services North (RSN) folders.
• Attends and documents assigned meetings; communicating notes to the appropriate parties.
• Enters receipt data for credit card reconciliation.
• Provides excellent customer service to all Sweetser employees and community partners.
• Oversees and tracks client allowance.
• Follows all HIPAA Privacy regulations to protect the confidentiality of all client information and release of information from area(s) of responsibility.
  
  

EDUCATION:

• High School Diploma required; Associates Degree or higher preferred.
  
  

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:

• Valid state driver’s license
  
  

EXPERIENCE:

• Experience in behavioral healthcare preferred.
• One to three years of customer service experience preferred.
• One to three years of experience working with administrative and/or financial data and systems preferred
  
  

KNOWLEDGE AND SKILLS:

• Able to practice high levels of organization and time management.
• Experience with computerized systems, spreadsheets and word processing software.
• Proficient with Microsoft Office applications.
• Excellent customer service skills.
• Ability to communicate effectively both orally and in writing.
• Ability to work and complete multiple tasks concurrently.
• Ability to sort and file materials correctly by alphabetic or numeric systems.
• Knowledge of English grammar, spelling, and punctuation.
• Skill in typing 50 wpm with 98% accuracy rate on all typed documents.
• Ability to establish and maintain effective working relationships with staff.
• Ability to adapt to change and handle stressful situations.