Administrative Assistant

Position Summary:

The person in this position is responsible for administrative duties as assigned by the Area Director. The person in this position performs all required administrative functions related thereto, such as correspondence, memos, case conference minutes, etc.

Essential Job Functions:

• Completes all necessary data entry for clinical programs as assigned.
• Completes all quarterly monthly and weekly programmatic reports, including but not limited to:
  
  
  
  • SUD, CBT, IDJJ and Service Hour reports
  
  
  
  
• Process and submit all incentives.
• Collect, review, and submit mileage check requests for clinical programs.
• Coordinate all incidental requests.
• Attend all weekly case conferences, create and distribute agendas, and take minutes.
• Coordinate and schedule meetings for program supervisors and lead therapists.
• Schedule appointments and maintain and update appointment calendars.
• Keep a current record of staff members' whereabouts and availability.
• Submit monthly credit card expense report.
• Assist clinical team to run reports and close charts, as needed.
• Act as a liaison to respond to all outpatient related calls and route them appropriately.
• Submit random urinalysis drop roster to appropriate clinical teams.
• Request, pick up, and deliver monthly bus passes.
• Assist Billing Specialist with office supply orders.
• Embrace and embody the mission, vision, guiding principles, clinical vision and goals of WestCare Foundation.
• Conduct emergency drills (fire, earthquake, tornado) on a regular basis per C
• Completes all orientation and mandated training activities, including E-Learning Courses, within required timeframes, and in accordance with the criteria established for this position.
• Perform any other duties as assigned.

Essential Qualifications:

Certifications/Licensures:

• None

Education:

• High School diploma or equivalent is required
• Graduation from an accredited four-year college with a bachelor's degree is preferred.

Experience and Competencies:

• Two years experience as an administrative assistant is preferred.
• Bilingual is preferred.
• Ability to exercise good judgment and discretion.
• Ability to work well in a team environment.
• Adherence to the highest standard of ethical conduct, especially to standards governing confidentiality.
• Ability to converse with all levels of staff as well as consumers.
• Ability to de-escalate crises that may surface with staff and/or consumers.
• Understanding and application of federal, state, local and agency confidentiality rules and professional standards of conduct.
• Understanding and abiding by current principles, laws, ethical guidelines, and agency policies regarding personnel management.
• Understanding of professional ethics, client rights, and professional responsibilities.
• Ability to organize, interpret, and communicate data in a comprehensive and effective manner.
• Ability to handle multiple tasks and effectively prioritize.
• Ability to collect data, establish facts, and draw valid conclusions.
• Understands, communicates (both verbally and in writing), and collaborates effectively and with precision, given the time constraints of each task.
• Ability utilize Microsoft Office Software Suite (Word, Excel, PowerPoint, etc.)
• Excellent interpersonal and communication skills.
• Ability to read complex two and three syllable words and to recognize similarities and differences between words and between series of numbers.
• Ability to respond effectively to the most sensitive inquiries or complaints.
• Ability to communicate effectively in writing and with all levels of employees and office visitors.
• Shows persistence and seek alternatives when obstacles arise; seeks alternative solutions; does things before being asked or forced to by events.
• The ability to interface and communicate with internal and external agencies.
• The ability to identify crisis when they surface; to mitigate or resolve the immediate problem and to de-escalate the situation.
• Demonstrates the ability to utilize problem-solving techniques with the appropriate degree of analysis, objectivity and foresight to make decisions.
• The ability to build positive relationships with employees and superiors.
• Competency and understanding in the application of team building strategies.
• Understanding and application of federal, state, local and agency confidentiality rules and professional standards of conduct
• Understanding professional ethics, consumer rights, and professional responsibilities.
• Demonstrates ability to work effectively with culturally diverse staff and consumers.
• Demonstrates respect for an individual's cultural and ethnic values when interacting with staff and consumers.
• Ability to create a safe, welcoming, supportive, and relational environment for consumers and staff.
• Knowledge of WestCare Mission, goals and values.
• Knowledge of Incident Reporting.
• Knowledge of HIPAA, Professional Ethics, Consumer Rights and Confidentiality.
• Familiarity with WestCare services and programs.
• Demonstrates a high degree of dependability.

Working Conditions:

• Work is primarily performed in an office or residential treatment setting