OFFICE ADMINISTRATOR/ LEADERSHIP ASSISTANT

Full Job Description

OPENING ONLY FOR CANDIDATES WHO ARE AVAILABLE TO START IMMEDIATELY.

DESIRED CANDIDATE MUST BE A PROFESSIONAL WHO UNDERSTANDS HOW TO OPERATE PROFESSIONALLY IN A CLINICAL SETTING.

Employment Status: Full Time
Shift: DAYS 8:00 AM - 4:00 PM
Days: Monday – Friday

Pay- From $15-$16

POSITION SUMMARY
The Office Administrator plans and organizes a variety of administrative and financial operations functions to support business operations.

Finance-driven Job Duties:

• Performs insurance verification
• Provides support and direction for financial requests for staff and members served
• Provides Training and direction to ensure compliance with fiscal policies and procedures
• Facilitates Rep Payee services
• Coordinate client intake and assessments
• Prepares and validates payroll
• Enters AP batches weekly into accounting software
• Monitors client eligibility at admission/enrollment and throughout stay
• Prepares and reviews credit card entries
• Provides and maintains revenue information; provides billing information to department and County agencies.
• Records and deposits cash receipts
• Determines monthly journal entries required and confirm correct information is on reports
• Organizes secures, and maintains all files, records, cash, cash dispensing, and cash equivalents in accordance with policies and procedures

Medical Records driven job duties:

• Closes Charts per procedures
• Sets up Charts per checklists
• Basic chart preparation and following checklists for charts to assure compliance with standards (notes deficiencies)
• Orders medical records forms and supplies
• Safeguards confidential information per policies and requirements

Human Resources driven job duties:

• Runs compliance reports in systems including TOP/Relias and makes strategies to assure compliance
• Plans recruitment efforts for open positions with Administrator
• Provides backup regarding HR-related duties to other locations when required
• Maintains personnel files per standard and checklist
• Distributes HR information to program personnel as directed by Corporate HR
• Assists in promoting open positions
• Schedules Interviews, prescreens potential candidates, checks references, schedules physicals, creates conditional offer packets, and coordinates the conditional offer process
• Tracks new hire paperwork and documentation, including credentialing
• Enters information into TOP/Relias
• Runs and tracks approval
• Processes Shoes for crew’s orders
• Maintains OSHA logs and completes Workers' Compensation Reports, completes incident reports. Participates and helps coordinate Safety Meetings
• Closeout terminated files

Information Technology-driven job duties:

• Acts as point of contact between program and IT for maintenance of phones, computers, hardware, and software
• Provides limited computer systems support to staff

Program/Department-driven job duties:

• Inventory and purchasing for program-related supplies/equipment
• Coordinate work events
• Assist with staff scheduling
• Order supplies (food, office, maintenance)
• Assist with events
• Prepares correspondence, agendas, meeting minutes/notes
• Assists leadership with special projects
• May serve as a relief or backup for the receptionist or other Administrative positions.
• Calendars administrative tasks, including MOU expirations, safety meetings, drills, etc.
• Helps coordinate and address maintenance requests
• Helps facilitate staff scheduling

Duties and responsibilities may be added, deleted and/or changed at the discretion of management.
Position requires driving own personal vehicle for company business such as trainings, offsite meetings, etc.
QUALIFICATIONS
Required:

• High School or GED
• Two (2) years of Office Administration or one (1) year experience with an Associate’s degree
• One (1) year of experience in a healthcare field
• Knowledgeable and proficient in MS Office programs
• Experienced entering data into computer systems
• All opportunities at Tums Family Services are contingent upon successful completion and receipt of acceptable results of the applicable post-offer physical examination, 2-step PPD test for tuberculosis, acceptable criminal background clearances, excluded party sanctions, and degree or license verification. The position requires driving, a valid driver’s license, a motor vehicle clearance, and proof of auto insurance required at the time of employment and must be maintained throughout employment. Additional regulatory, contractual or local requirements may apply

Preferred:

• Working knowledge of Mental Health Support, Social Security, Medicaid, and other Government assistance programs
• Experience in the Healthcare field

PHYSCIAL DEMANDS
The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The employee is occasionally required to stand, walk, reach, twist, bend, squat, kneel and lift and carry items weighing 25 pounds or less as well as to frequently sit, and do simple grasping occasionally. The position requires manual deviation, repetition and dexterity and to occasionally drive. Visual requirements include computers and books exposure and close eye work (small figures)

EOE AA M/F/V/Disability

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

Job Type: Full-time

Pay: $16.00 - $17.00 per hour

Schedule:

• Monday to Friday

Experience:

• Mental Health Clinic: 1 year (Preferred)
• Administrative: 1 year (Required)

Work Location: In person

Salary : $15 - $16