OBJECTIVE/PURPOSE:

The full-time position is grant funded for two-years. This position is 40 hours per week, Monday-Friday 8:00am-5:00pm.

Under the direction of the Office Manager, the Office Administrator provides support services to the administrative and clinical staff of Children, Youth, and Family Services (CYFS). This position provides exceptional customer service to internal and external customers. The Office Administrator possesses clear communication skills, office proficiency, organization skills and attention to detail as well as the ability to work in a team environment.

MAJOR RESPONSIBILITIES:

Under the direction of the Office Manager, the Office Administrator will be responsible for all collection and reporting requirements for CYFS, to include Government Performance and Response Act submissions.

1.0 RECEPTIONIST:

Responsible for greeting clients, guests, and staff in an appropriate manner. Answers incoming calls, calmly assesses the need of the caller, and appropriately routes incoming calls, taking messages when necessary. May place outgoing calls as appropriate.

2.0 CLIENT AND STAFF ENGAGEMENT:

Checks in all clients as they present for their appointments using the electronic health record. Collects fees and enters payments into the electronic health record. Routinely asks for, and updates, client information including phone number, email, physical address, and insurance coverage in the electronic health record. Sets up onsite telehealth appointments as appropriate. Notifies providers that their clients have arrived. Provides administrative support for programs that are site specific. Supervises lobby and waiting room area assuring minimal wait time for client's accessing services. Maintains balanced change level in cash drawer.

3.0 SCHEDULING:

Schedules clinical appointments for providers in the electronic medical record. This includes reviewing scheduling reports and resolving scheduling conflicts. Follows all scheduling guidelines as specified in the agency process and in alignment with Key Performance Indicators.

4.0 CLERICAL:

Provides clerical support for agency staff, prepares materials including, but not limited to, management reports, meeting minutes, correspondence, mailing lists, agendas, and agency forms. Works in cooperation with the administrative services staff to assure the smooth running of the office systems. Prepares and maintains both paper and electronic files. Files, copies, and faxes materials as needed. Disseminates information both in-house and outside, as appropriate. Sorts and processes mail and compiles information for the completion of projects and reports. Completes client appointment text/phone call reminders and reviews appointment status to ensure all appointments are noted appropriately in the electronic medical record and completes pre-service audits.

5.0 RECORD KEEPING:

This position is responsible to maintain the daily attendance sheet for staff. Enters and reconciles day's receipts in the electronic fee sheet and forwards payments and receipts to Finance and the First Party A/R Specialist respectively.

Opens and closes the facility following the agency's checklists. Calmly responds to emergency situations and helps maintain safety for our clients and staff. Coordinates agency events and meetings, providing needed extras. Works closely with the Office Manager in resolving issues and initiating new procedures. Assists with helping providers resolve computer, copier, and printer issues. Orders and maintains appropriate level of office supplies. Available to work at other agency front office sites as needed to ensure adequate coverage.

RECORD KEEPING

Collects and submits required GPRA reports to the Department of Mental Health as required by funder and aligning with required timelines. Will collaborate with the Quality Assurance Manager in monitoring completion of CYFS program specific reporting requirements are met. Responsible for the completion of special projects, as assigned. These can include projects such as aiding in the creation, tracking, and reporting of grants and grant funded projects.

STATE AND FEDERAL MANDATED REPORTING

Aids with the coordination, collection, recording, analysis, and reporting associated with divisions state and federal mandates. Needs an understanding of statistical measures, data collection and recording techniques. Able to understand state and federal requirements and track data in accordance with these requirements.

* In addition to the above, performs other duties as assigned.

EDUCATIONAL REQUIREMENTS:

High School Diploma or equivalent; Windows skills, both typing and navigating, e-mail usage, computer literate, two years office related work experience.

LICENSES:

Valid driver's license

PI249708825