What are the responsibilities and job description for the Administrative Assistant position at WELLSPRING INC?
Description
Administrative Assistant
Wellspring is in search of an Administrative Assistant at our residential program for Women and Children – could this be you? This is a wonderful opportunity for a motivated individual who has significant administrative skills and knowledge. This is a critical position on our team and excellent customer service skills are a must because you'll be working with both clients and co-workers on a daily basis. The position is a fantastic fit for someone who enjoys problem solving and a fast-paced environment.
This is a full-time opportunity and is eligible for Wellspring’s benefit package. Wellspring is the perfect place to work for people who want to know they are making a positive difference for others and our community!
QUALIFICATIONS:
- Experienced in administrative skills with a knowledge of word processing, preferably, Microsoft Word for Windows; proficiency in spelling, punctuation and grammar.
- Good organizational and detail skills.
- High school diploma required, Associates or Bachelors degree preferred.
- Excellent telephone skills and manners.
- Ability to relate maturely and professionally with people in recovery.
- Ability to protect client confidentiality in all aspects of work.
- A valid driver’s license and use of a car is necessary.
KEY RESULT AREAS:
- Interacts with clients, other staff and the public in a polite, respectful manner.
- Management of agency’s office system to provide necessary support for clinical and administrative staff including maintenance of client case record and recording systems.
- Completes third party billings (MaineCare, VA, DHHS). Verifies MaineCare status and continued eligibility on a monthly basis; assures clients respond to requests for updated information.
- Facilitates completion of MaineCare and Food Stamp applications.
- Maintains statistics for reimbursement from funding agencies.
- Maintains telecommunication system.
- Maintains accounts receivable system.
- Maintains, orders and controls office supply inventory as needed.
- Transports clients as needed in agency vehicle.
EXAMPLES OF DUTIES: [May not include all of the duties assigned]
Acts as a receptionist, answering and processing telephone calls for program in a courteous and professional manner.
Uses and maintains in good working order office equipment, including, but not limited to: computer, photocopier, and telephone equipment.
Types, files and photocopies as required by the administrative and clinical staff.
Audits charts on a monthly basis and as needed.
Maintains supply of all necessary forms; destroys outdated forms.
Collects and distributes agency mail between programs as requested.
Schedules screening appointments and client appointments for psychiatric consultant and program director.
Prepares and submits all third party payer applications and invoices.
Prepares client invoices for pharmacy and room & board charges. Collects client fees and expense reimbursements.
Collects taxi vouchers, reconciles pharmacy bill, petty cash and sends to bookkeeper for payment.
Processes SNAP applications in a timely manner. Acts as the authorized representative of the agency with the SNAP office of the Department of Human Services, as assigned.
Maintains data collection, waiting lists and statistics as required.
Travels between program sites, training, miscellaneous errands, and other meetings as required.
Acts as secretarial back up to other programs, as requested.
Maintains confidentiality of all client related information.
Performs other duties as required by the Program Director.
