Centralized Receptionist/Administrative Assistant
TASC of Southeast OhioSUMMARY:
S/he is responsible for providing administrative support for the organization and managing the centralized phone system. S/he will work under the direct supervision of the Performance Improvement Officer. This is an hourly position with hours and schedule established to complete required duties. This position is “non-exempt” from wage and hour regulations, as defined by the U.S. Department of Labor.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Centralized Receptionist
1. Competently provides efficient, effective clerical responsibilities in a TASC of Southeast Ohio (TSO) office setting 100% of the time.
2. Consistently, efficiently enters client data into the electronic health record system with error-free outcome results.3. TSO management information database system is consistently updated and timely, error-free reports are produced.
3. TSO management information database system is consistently updated and timely, error-free reports are produced.
4. Ensures that all necessary supplies are ordered in a timely manner.
5. Client data compilation duties are consistently performed accurately, timely, and efficiently 100% of the time.
6. Upon request, assists administration as needed.
7. Effectively completes all referral paperwork as needed for clinicians.
8. Demonstrates consistent proficiency with the effective utilization of all office equipment.
9. Demonstrates consistent team leadership 100% of the time.
10. Consistently applied effective business proofreading skills to all generated letters, reports, and paperwork 100% of the time.
11. Consistently utilizes professional business communication skills when dealing with TSO employee, as well as communities at large.
12. Participates in agency committees/teams, when appointed, in a cooperative, result-focused manner.
13. Completes professional growth training plan on an annual basis and reviews plan with direct supervisor in a timely manner.
14. Effectively schedules referrals on all clinicians’ calendars as needed.
15. Effectively transfers all incoming calls to appropriate counties and extensions.
16. Effectively takes messages for clinicians if appropriate.
17. Effectively answers and transfers all calls to appropriate clinicians.
18. Consistently performs other duties, as assigned, in a cooperative, efficient manner 100% of the time.
19. Courteous and professional at all times, even if the caller is not.
Administrative Assistant
1. Understands and conducts business in accordance with the agency’s mission, vision, and values statements.
2. Is responsible to appropriately, professionally and accurately address/respond to all agency staff telephone calls in relationship to support issues.
3. Is responsible for assuring that new, revised or obsolete policies and procedures are added or deleted for the agency’s policy and procedures manual.
4. Is responsible for making/preparing new hire forms.
5. Competently provides efficient, effective clerical responsibilities in a TSO office setting 100% of the time.
6. Prepares folders for newly admitted clients in a timely manner 100% of the time.
7. Files records in designated areas according to applicable alphabet filing system.
8. Operate computer to enter and retrieve data and type correspondence and reports.
9. Demonstrates consistent proficiency with the effective utilization of all office equipment.
10. Consistently, efficiently enters client data into management information system with error-free outcome results.
11. Upon request, effectively and efficiently assists administration with budget/fiscal and various reports preparation process.
12. Consistently performs other duties as assigned in cooperative, efficient manner 100% of the time.
13. Assists with contract audits/monitoring from funding sources.
14. Adheres to agency’s policy and procedure manual at all times.
OTHER:
- Must maintain a valid driver’s license.
ADDITIONAL DUTIES AND RESPONSIBILITIES:
- Performs other duties as deemed necessary and appropriate by supervisor.
Agency-Wide Competencies:
1. HIPAA Compliance: Demonstrates knowledge and understanding of consumer privacy rights. Maintains complete confidentiality of all clinical, financial, or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize the privacy of consumers. Accesses and uses the minimum necessary consumer identifiable information and only when necessary to perform job responsibilities and duties.
2. Compliance Program: Demonstrates knowledge and understanding of, and adherence to, Agency’s Compliance Program policies, procedures and standards of conduct. Demonstrates conduct that reflects a commitment to these standards. Participates in training activities as required by the compliance program by the stated deadlines.
3.Cultural: Demonstrates an awareness of consumers’ and co-workers’ views, traditions, and actions in light of individual cultures. Asks consumers and families about specific beliefs, practices, and customs that may be relevant and important during clinical treatment. Understands and is able to incorporate into consumer care how those preferences affect the way in which care should be delivered. Respectfulness is shown to coworkers.
4. Communication: Ability to proficiently read, write, understand, and communicate in English commensurate with the duties and responsibilities of the position to understand and respond to policies, procedures, and alarms, in the manner that will ensure personal health and safety of other staff, consumers, and visitors, during the course of an emergency or an unusual incident, should one occur while present at the work site or in the facility.
5. Service Orientation: Supports the organizational and service area’s mission and vision. Demonstrates knowledge of and applies to the Agency’s Standards for Service Excellence: Introduces themselves; Escorts as needed; Responds and follows through with complaints; Asks what name the person wishes to be called; Refers people to those who can give assistance; Apologizes and provides additional services for consumers who have been inconvenienced or who need special assistance; Assists if someone looks lost; Privacy is maintained and care-related discussions are conducted in private settings; Anything else is always the manner in which conversations are ended. Demonstrates the ARISE (Accountability Respect Innovation Service Excellence) values.
6. Relationships and Teamwork: Communicates effectively and respectfully with individuals and groups. Contributes to positive working relationships and collaborative teamwork with all disciplines and departments. Recognizes own stress and the impact on others. Identifies and manages stressors utilizing the guidance of others. Remains flexible with changes that are occurring in the department and/or agency. Concerns/issues regarding departmental/organizational operations are communicated to the employee’s supervisor/manager.
7. Economics of Care: Demonstrates knowledge of cost efficiencies in the delivery of care such as identifying and pursuing quality improvement opportunities and utilizing appropriate supplies and resources.
Professional Requirements
- Appearance is neat, clean, and appropriate to the position.
- Completes annual education requirements.
- Reports to work on time and as scheduled; completes work in designated time.
- Attends team, committee, and performance improvement meetings as appropriate.
REQUIRED QUALIFICATIONS:
- Associates degree in applied business or related field required.
- One-two years of work experience in a clerical setting preferred.
ESSENTIAL KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:
1. Must demonstrate the ability to effectively function as an agency team member.
2. Must demonstrate the ability to effectively manage multiple tasks concurrently.
3. Must demonstrate the ability to relate with empathy and sensitivity to staff, clients and the community.
4. Must have good organizational, communication and language skills.
5. Must possess computer knowledge and office equipment familiarity.
6. Demonstrates the ability to communicate effectively with a variety of people.
7. Understands and conducts business in accordance with the Agency’s mission, vision, and values statement.
8. Is responsible to appropriately, professionally, and accurately address/respond to all agency staff telephone calls in relationship to support issues.
CERTIFICATIONS, LICENSES AND REGISTRATIONS:
No certifications, licenses or registrations are required for this position.
PHYSICAL DEMANDS:
Described here are representative of those that must be routinely met by an employee to successfully perform the essential duties of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential duties.
- Ability to lift up to 25 pounds.
- Ability to perform job responsibilities in facilities with multiple levels and without elevator or mechanical transportation.
- Operates a computer and keyboard.
WORKING CONDITIONS:
Described here are representative of those that must be met by an employee while performing the essential duties of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential duties.
- Smoke-free and drug free working environment.
This position description is not intended to be a complete list of all responsibilities, duties or a skill required for the job and is subject to review and change in accordance with the needs of the agency and contractual obligations.