Administrative Assistant - Harrisburg, PA

ELWYN

JOB DESCRIPTION

JOB NO.: 668BH SERVICE AREA: Adult Behavioral Health

JOB TITLE: Administrative Site Coordinator PROGRAM/DEPT: Dauphin County Community Residential

Rehabilitation (CRR)

GRADE: 10 FLSA STATUS: Non-Exempt

POSITION SUMMARY: This position provides primary support to the Adult Residential Behavioral Health Services (ARBHS) program in Dauphin County. Tasks include providing clerical support, performing general administrative functions, and coordinating office meetings and operations to secure efficiency and compliance to program and organizational standards.

DUTIES AND RESPONSIBILITIES:

• Provide a welcoming environment, including but not limited to, answering all calls professionally, and timely, greeting each visitor and staff member with openness
• Receive and direct all incoming calls in a patient, professional and courteous manner
• Answer questions efficiently and direct or transfer to appropriate person as needed
• Report any repairs or maintenance issues to supervisor and submit work orders and invoices for building maintenance and repairs, keep track of routine maintenance work
• Open and sort all mail coming into the program office
• Create/complete various types of correspondence as required, including but not limited to reminder letters, discharge letters, faxes, releases of information, medical records requests, coordinate with case managers to schedule team meetings
• Maintain program calendar, communicate effectively with team regarding calendar events
• Create/update records on Elwyn electronic health records including, but not limited to daily census, and other data as required
• Manage insurance paperwork for the program office, with tasks including but not limited to ensuring all consents, releases of information, and resident rights are up to date
• File documents, both paper and electronic, using established office practices and maintain filing system
• Maintain updated email distribution lists to ensure delivery of email communications to appropriate parties
• Arrange meetings by scheduling appropriate meeting times
• Take notes during staff meetings and provide minutes as needed
• Order, inventory, and maintain office and other supplies/requisitions for the program, monitor supplies to know when to reorder, keep track of emergency food and water supplies
• Contact Information Technology (IT) service desk on behalf of staff and center, to address any technological issues, including but not limited to telephones, computers, networking, multifunction printers, etc.
• Perform other duties as assigned

IMMEDIATE SUPERVISOR: Unit or Program Director

DIRECT REPORTS: None

CONTACTS: Elwyn staff, parents, other community-based programs, provider agency representatives, community behavioral health staff, other community agency representatives

EDUCATION/EXPERIENCE/SKILLS REQUIREMENTS:

• High school diploma or equivalent; Associate Degree or specialized training in administrative/office work preferred
• Two (2) years' experience in an administrative setting required, experience in a corporate/administrative setting preferred
• Demonstrated ability to work effectively as part of a team
• Ability to work in a fast-paced environment and manage and prioritize multiple, often competing, priorities
• Demonstrated strong attention to detail
• Demonstrated strong time management and organizational skills
• Demonstrate the ability to recommend decisions in cooperation with the direct supervision
• Demonstrated ability to anticipate future needed changes or identify problem areas and take effective actions
• Must possess excellent customer interaction, collaboration, presentation, and written and verbal communication skills and strong organizational skills
• Demonstrated intermediate experience with Microsoft Office applications, including Word, Excel, Outlook; Elwyn electronic health records system, electronic billing systems and Microsoft PowerPoint
• Experience using/knowledge of Electronic Health Record (EHR) / Electronic Medical Record (EMR) preferred

PHYSICAL DEMANDS/ENVIRONMENTAL PROFILE: See Physical Demands Checklist below which represents the general physical demands and environment conditions to which the employee holding this position must meet, in addition to the duties and responsibilities listed above, to successfully perform the essential functions of this job. Elwyn will engage otherwise qualified candidates for this position whose disabilities may require reasonable accommodations to enable an individual to perform the essential functions.

Elwyn reserves the right to revise or change job duties and responsibilities as needed. This job description is not intended to be an all-inclusive statement of duties and responsibilities of the job nor does it constitute a written or implied contract.