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Administrative Assistant to Program Admin (part-time)
POSITION TITLE: Administrative Assistant to Program Admin (part-time)
FLSA CLASSIFICATION: Non-Exempt
REPORTS TO: Administrative Assistant
POSITIONS SUPERVISED: N/A
POSITION OVERVIEW: The Administrative Assistant is responsible for providing administrative and clerical support to the Children’s Community Based Services programs.
ESSENTIAL POSITION RESPONSIBILITIES:
1. Provides administrative support to the Program Managers, Children’s and Adult’s Case Management, and Children’s and Adult’s Support Services with respect to typing correspondence, reports and meeting minutes, ordering supplies.
2. Generates monthly reports, correspondence and meeting minutes for distribution.
3. Maintains Children’s and Adult’s Program databases and client electronic health records.
4. Assists with and coordinates timely completion of program paperwork, including progress notes, timesheets, etc.
5. Compiles CARF CQI data for children’s and adult programs. Runs monthly reports including but not limited to productivity and potential discharges.
6. Acts as departmental initial contact for questions, applications and program information. Tracks all case management applications, reviews for completeness. Assists with monitoring waitlists.
7. Assists with billing functions as specified by program such as monthly checking of KMAP for coverage, resolution of internal and external batch errors, completion of progress notes on progress note unsubmitted report.
8. Completes utilization review file audits, reports results to program managers, and assists with correcting deficiencies. Gives report to management staff of any unaddressed deficiencies.
9. Assists with maintaining charts/documentation according to Medicaid and Medicaid Waiver guidelines ensuring up-to-date treatment plans, clinical eligibility, etc. Performs file audits.
10. Tracks intakes into programs via patient assignment list, tracks wait list, and number of days clients spend on the waitlist. Ensures enrolled children and adults coincide with Avatar.
11. Tracks clients discharged from programs, closes respective patient assignments, and sends discharge and post-discharge surveys.
12. Completes CBCL scoring for children in case management and therapy.
OTHER POSITION REQUIREMENTS:
1. Maintains acceptable overall attendance record, to include department staff meetings, agency meetings, and trainings as required. Flexible in work schedule when needed.
2. Exhibits appropriate level of technical knowledge for the position.
3. Produces quantity of work necessary to meet job requirements.
4. Works well with a team, keeps others informed of information needed. Treats others with respect, maintaining a spirit of cooperation.
5. Maintains effective and professional verbal and written interactions with peers, customers, supervisors and other staff. Uses diplomacy and tact in dealing with difficult situations or people. Demonstrates effective listening skills. Is receptive to constructive feedback.
6. Demonstrates the ability and willingness to handle new assignments, changes in procedures and business requirements. Identifies what needs to be done and takes appropriate action.
7. Completes assigned work, meets deadlines without reminders/follow-up from supervisor or others.
8. Performs work conscientiously with a high degree of accuracy.
POSITION REQUIREMENTS: The Administrative Assistant is expected to have a high school diploma with some post high school training and/or experience. Skills in data entry, database maintenance, filing, basic math, clerical tasks, and office protocol are required. The Administrative Assistant should demonstrate effective communication skills and is expected to have a professional manner when dealing with staff, consumers, public and volunteers. A valid Kansas drivers license and access to personal vehicle required.
PHYSICAL REQUIREMENTS:
- Sitting for extended periods of time
- Typing/data entry for extended periods of time
- Lifting/carrying up to thirty (30) pounds
- Bending/stooping/climbing stairs
All the above duties and responsibilities are considered essential job functions subject to reasonable accommodation. All job requirements listed indicate the minimum level of knowledge, skills and/or ability deemed necessary to perform the job proficiently. This job description is not to be construed as a detailed statement of duties, responsibilities or requirements. Employees may be required to perform any other job-related instructions as requested by their supervisors, subject to reasonable accommodation.
EEO race, color, religion, sex, parental status, national origin, age, disability, genetic information, political affiliation, military service, or other non-merit based factors.
