Job Scope: The Administrative Assistant role is to assist in providing oversight and quality by providing general administrative support to the Front Door Program and Linkage Team. Responsibilities include answering and directing calls, scanning documents, making copies, using various software applications to track and analyze data, and completing and submitting reports and invoices. Serves as intake point for referrals and liaison with finance department. Develop work flows and other internal procedures, as needed.
Focus on administrative and program support services of Front Door team, as assigned by Supervisor and Manager
Act as primary contact from hospitals and PAS agencies for initial receipt of Front Door referrals
Process referrals to determine eligibility using MEDI and information from hospitals and PAS agencies, and triage case assignments to ensure meeting grant requirements under direction of Supervisor
Acts as back-up point of contact with DHS/DMH regarding Front Door clients and programming issues
Completes routine quality reports and submits timely to DHS/DMH in prescribed formats
Help monitor and track multiple aspects of referral, assessment, discharge planning, and disposition
Help monitor and track ongoing services and frequency of clinical contacts to ensure meeting grant requirements
Coordinate and track all front door expenses by client and program, complete monthly credit card reconciliation, and complete and submit monthly invoices
Provide cross coverage and backup reception duties, including answering phones, scheduling appointments, checking in clients who come in for appointments, and other duties as needed
Create and maintain assessment packets, and review for completeness after submission from team members
Scan and upload referrals and medical records into CIS
Attends team meetings as assigned by supervisor
Routine utilization review of clinical record documentation
Meet with supervisor as scheduled.
Other job-related duties as assigned.
Participate in appropriate professional development opportunities.
Knowledge of technology including excel and ability to learn new computer reporting tracking systems
Ability to enter, organize, and summarize data
Ability to communicate clearly and to instruct and train others
Ability to work independently; handle confidential information; strong professional ethics and boundaries.
Some knowledge of adult mental illness and treatment modalities
Good organizational skills and capacity to develop and implement practical strategies, plans, and solutions to identified issues and problems.
Good critical thinking skills, including the capacity to identify and appropriately assess and order competing interests and priorities.
Ability to prioritize and work effectively under pressure when facing short deadlines.
Good diplomacy, judgment, discretion, tact and the ability to converse and work easily with colleagues and leaders, in and outside of the organization.
Working knowledge of Rule 132 preferred and ability to review and have basic understanding of clinical documentation
Non-Exempt, Full-Time, hourly, 37.5 hours per week
Schedule is typically Monday-Friday, preferred mix of 9am-5pm with 11am-7pm schedule
Education and Experience
High School diploma and/or GED
One year administrative experience required.
Experience using Microsoft Office Products (Word, Excel, and PowerPoint) as well as cloud based programs such as Google Drive, Box, and Drop Box.
Familiarity with typical electronic office equipment including networked printers and scanners, phone and secure fax machines, and file storage equipment.
Kenneth Young Center is an Equal Opportunity Employer
About Kenneth Young Center
Kenneth Young Center is a 501 (c) (3) not-for-profit, comprehensive provider of mental health and senior citizens' support services. Our mission is to help people "feel good, do better and find solutions" by providing: Counseling for adults, children, families. Assessment, stabilization, linkage for adults/children in psychiatric crisis. Treatment, support, and recovery services for those with serious mental illness. Service coordination and in-home services for frail elderly persons. Volunteer opportunities. We are accredited by the Joint Commission on Accreditation of Healthcare Organizations, a nationally respected body with stringent standards of excellence in care. Kenneth Young Center offers a broad range of exciting employment and internship opportunities. All of our positions contribute directly to our mission of providing mental health and senior services to help people feel good, do better and find solutions. Our employees enjoy: Competitive pay, exceptional benefits and generous paid time off A friendly and supportive work environment Specialized rewards and recognition programs Training and skill development opportunities Challenging and diverse work assignments Personal development and career experience