NOTICE OF POSITION OPENING

Job Title:                Administrative Assistant                            

DEPARTMENT:       Center for Counseling & Psychological Services (CCPS)

DIRECTLY RESPONSIBLE TO: CCPS Program Directors and the Outpatient Administrative Coordinator  

SUMMARY OF POSITION:  This position is responsible for providing a broad range of administrative support services to staff of the Center for Counseling and Psychological Services.

DUTIES AND RESPONSIBILITIES: 

• Provide a wide variety of administrative support services (typing, scanning, photocopying, arranging meetings, scheduling various appointments, etc.) to staff affiliated with CCPS.

• Answer telephones and announce client and visitor arrivals to staff. 

• Provide triage to clients, both over the telephone and in-person, throughout the day, e.g., make decisions about referrals to Emergency Services, Med Room, Therapist, Case Manager, etc.

• Schedule psychiatric appointments and assist psychiatric staff with paperwork (faxing, requesting records, etc.). Maintain Psychiatric client appointment schedules.

• Schedule Intake Interviews and Initial Appointments for Therapist.

• Doing Insurance eligibility checks.

• Appointment reminder/confirmation calls for all Therapy and Psychiatry Appointments.

• Creating clients’ chart in EMR and scanning documents into EMR.

• Retrieve client charts from storage for records requests. Managing paper charts in the file storage room.

• Maintaining and processing all records requests with Disability, Lawyers, Courts, the State and other Provider Offices.

• Closing the building and front office daily at 5:30 P.M.

• Maintain Board Room and Group Room schedules, etc.

• Send and receive/distribute interoffice mail through the WCMHS courier system.

• Providing Front Office coverage to other WCMHS Buildings on an as needed basis.

• Serve on agency committees and provide administrative support as requested.

• Other assigned duties by the Supervisor.

  QUALIFICATIONS:

  EDUCATION:  High school diploma/ GED required.

  Experience :

• Minimum of two years’ experience in a fast-paced administrative office, preferably a medical setting.

• The ability to multitask is essential.

• Experience with Electronic Medical Records a plus.

• Excellent interpersonal skills, excellent human relation skills, including outstanding telephone etiquette and face-to-face communication skills; high level organizational abilities; excellent knowledge of Microsoft Word, Excel and Outlook and excellent all-around computer capabilities; ability to deal effectively with crisis situations.

  Preferred: Associate degree preferred.

   

  WHAT WE OFFER YOU:

• Generous medical, dental, vision, life, and accident insurance – WCMHS covers 82.5 – 92% of premium costs.

• Matching 403(b) – match begins at 4.25% and increases based on years of service.

• Employee assistance plan.

• Generous sick and vacation accruals. Full-time regular positions receive 12 days’ vacation and 12 days of sick time annually.

• 12.5 paid agency closure days annually.

• Mileage reimbursement for agency related travel.

• Fun and engaging environment, the ability to give back to the local community, and opportunity for professional growth.

• Annual Stipends based on performance and attendance.

• Trainings offered throughout the year to promote professional growth.

  Duties are performed largely in a standard office setting, but some travel may be required for which private means of transportation should be available. Differences of opinion may be encountered.  Required to be in a stationary position 50% of the time, operate and/ or use computer.  Regularly required to move / position self for maintaining documents and move or transport up to 20 pounds .

  EOE

   

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