Administrative Assistant

JOB SUMMARY: The Administrative Assistant performs secretarial duties, manages the front office, supports the program, and performs floater duties for programs as needed. The Administrative Assistant ensures all work is completed in a timely and efficient manner and discretion is exercised in handling written and verbal material that is confidential and personal in nature. Further, the Administrative Assistant ensures that client information disseminated outside the Agency conforms to all appropriate internal and external rules and regulations.

ESSENTIAL DUTIES:

• Create a warm, welcoming, helpful, and professional atmosphere in the office for all clients and staff.
• Provide clerical support to the departments including, but not limited to, maintaining files, scanning into electronic health record, answering the telephone, entering data into program software, reporting and data collection using Microsoft Office, and any other clerical responsibilities that may arise.
• Maintain administrative presence in the building when the directors and supervisors are unavailable.
• Responsible for creating and maintaining files in accordance with licensing and accreditation rules including, but not limited to, creating files for clients new to the programs.
• Alert the Director or Assistant Director of any issues that affect the program.
• Keep first aid kits in office replenished.
• Obtain Medicaid information for E-Tactics.
• Assist with ensuring accuracy of the paper/electronic clinical health record.
• Process client record movement and maintain database of all client movement.
• Responsible for electronic health record data entry. Ensure consistency of database information in relation to individual client record.

OTHER DUTIES:

• All required trainings, certifications and licensure must be kept current in accordance with applicable licensing and accreditation regulations and standards
• Respect the privacy of clients and hold in confidence all information obtained during the client’s treatment. All client-related documents should be handled in accordance with Agency guidelines on confidential material.
• Maintain high standards of ethical and professional conduct and adhere to Agency policies and procedures.
• Perform other duties as assigned by management.

QUALIFICATIONS:

• Education: High School Diploma required. Bachelor’s degree preferred.
• Licensure: N/A
• Skills/Competencies:
  • Core Expertise: Possesses skill, knowledge and abilities to perform the essential duties of their role; keeps knowledge up to date.
  • Independent Judgment: Ability to perform job responsibilities with a high degree of initiative and independent judgment.
  • Leadership: Proven effective leadership skills to ensure departmental engagement and success.
  • Cultural Competency: Demonstrates awareness, sensitivity and skills in working professionally with diverse individuals, groups and communities who represent various cultural and personal background and characteristics.
  • Interpersonal Communication: Communicates clearly using verbal, nonverbal, and written skills in a professional context; demonstrates clear understanding and use of professional language.
  • Professional & Ethical Conduct: Adheres to professional values such as honesty, personal responsibility, and accountability; Applies ethical concepts within scope of work and adheres to Agency policies and procedures.
  • Collaboration and Teamwork: Functions effectively as a member of a professional team that includes employees, clients and family members.
  • Problem Solving & Decision Making: Recognizes problems and responds appropriately; gathers information and sorts through it to identify and address root cause issues; makes timely decisions.
• Experience: Minimum 2-3 years of related work experience.
• Other: N/A

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Why Work for Us: We value our employees and their commitment to our mission and offer competitive total rewards (benefits and compensation) options to our valued employees and their families, including domestic partners. Our rich options include:

• Four weeks of paid vacation, twelve paid sick days, ten paid legal holidays, and. up to four religious holidays*
• Full benefits-eligible, including a zero-cost health plan option, dental, and vision insurance
• Defined pension plan contribution

• Please know that those accruals are based on 40 hours a week, anything below that amount and the days will be prorated accordingly

Wingspan Care Group (“Wingspan”) is the not-for-profit parent company of Applewood Centers, Inc., Bellefaire Jewish Children’s Bureau, Bluestone Child & Adolescent Psychiatric Hospital, and Lifeworks. The mission of Wingspan is to provide organizational efficiencies at the operational, administrative, and fiscal levels for its subsidiary agencies so that they may focus on their respective missions. Wingspan is an Equal Opportunity Employer. Wingspan’s policy is not to discriminate against any applicant or employee based on race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information, or any other basis protected by applicable federal, state, or local laws. Wingspan also prohibits harassment of applicants or employees based on any of these protected categories.

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