Wellspring, Inc. is hiring: Administrative Assistant in Bangor

Overview

Description Administrative Assistant

SUPERVISED BY: Program Director

HOURS: Full Time at 40 hours per week

BASIC PURPOSE: To provide administrative and support services to client programs

Qualifications

• Experienced in administrative skills with a knowledge of word processing, preferably Microsoft Word for Windows; proficiency in spelling, punctuation and grammar.
• Good organizational and detail skills.
• High school diploma required, Associates or Bachelors degree preferred.
• Excellent telephone skills and manners.
• Ability to relate maturely and professionally with people in recovery.
• Ability to protect client confidentiality in all aspects of work.
• A valid driver’s license and use of a car is necessary.

Key Result Areas

• Interacts with clients, other staff and the public in a polite, respectful manner.
• Management of agency’s office system to provide necessary support for clinical and administrative staff including maintenance of client case record and recording systems.
• Completes third party billings (MaineCare, VA, DHHS). Verifies MaineCare status and continued eligibility on a monthly basis; assures clients respond to requests for updated information.
• Facilitates completion of MaineCare and Food Stamp applications.
• Maintains statistics for reimbursement from funding agencies.
• Maintains telecommunication system.
• Maintains accounts receivable system.
• Maintains, orders and controls office supply inventory as needed.
• Transports clients as needed in agency vehicle.

Responsibilities

• Acts as a receptionist, answering and processing telephone calls for program in a courteous and professional manner.
• Uses and maintains in good working order office equipment, including, but not limited to: computer, photocopier, and telephone equipment.
• Types, files and photocopies as required by the administrative and clinical staff.
• Audits charts on a monthly basis and as needed.
• Maintains supply of all necessary forms; destroys outdated forms.
• Collects and distributes agency mail between programs as requested.
• Schedules screening appointments and client appointments for psychiatric consultant and program director.
• Prepares and submits all third party payer applications and invoices.
• Prepares client invoices for pharmacy and room & board charges. Collects client fees and expense reimbursements.
• Collects taxi vouchers, reconciles pharmacy bill, petty cash and sends to bookkeeper for payment.
• Processes SNAP applications in a timely manner. Acts as the authorized representative of the agency with the SNAP office of the Department of Human Services, as assigned.
• Maintains data collection, waiting lists and statistics as required.
• Travels between program sites, training, miscellaneous errands, and other meetings as required.
• Acts as secretarial back up to other programs, as requested.
• Maintains confidentiality of all client related information.

Performance Factors

• Attendance and Dependability: Reports to work promptly at assigned hours and is seldom absent from work; submits accurate time sheets to the supervisor. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious, about assignments.
• Communication and Contact: The employee communicates effectively both verbally and in writing with clients, colleagues, and other individuals inside and outside the company while maintaining confidentiality of all client related information.
• Relationships with Others: Conveys a welcoming, empathic, hopeful attitude towards people with co-occurring conditions and supports a philosophy of dual recovery. Engages and welcomes people in ways that convey respect for diversity in a culturally appropriate way. Demonstrates high professional/ethical standards and works well with others as part of the treatment team. Has a therapeutic approach of being empathetic, respectful, and motivational, while encouraging clients to take responsibility for their lives.

This job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee.

The classification of this position is considered non-exempt from the pay provisions of the Fair Labor and Standards Act.