Administrative Support Residential Position Available In York, Maine
Tallo's Job Summary: Administrative Support - Residential in Saco 04072 provides program support in administrative areas like client records, scheduling, authorizations, and finance, serving as a liaison between departments. Essential functions include incident reporting, phone answering, document preparation, scheduling support, supply ordering, and client allowance tracking. High school diploma, customer service experience, and proficiency in Microsoft Office are required.
Company:
Sweetser
Salary:
—
Job Description
Administrative Support – Residential
Job Code:
12764
Location:
Saco 04072
Department:
Other
FT/PT Status:
Full Time
Summary:
Provides program support in a variety of administrative areas including client records, scheduling, authorizations of service, and finance. Serves as the liaison between administrative support departments and the program.
ESSENTIAL FUNCTIONS
- Enters required Incident Reports to the state-wide database Electronic Information System (EIS) by collecting data and entering within the required time frame; coordinates required follow-up with the appropriate parties.
- Answers phone calls quickly and professionally, assists callers and transfers when necessary, courteous and efficient service to all internal and external customers.
- Gathers necessary information, proofreads, confirms requirements and scans into system to save or share with appropriate parties.
- Prepares required program communication and documentation (i.e. letters and other requested correspondence) and sends through appropriate channels including email and postal services.
- Supports the scheduling processes of residential services in an administrative role by scheduling meetings for the supervisors, directors, and other program needs; includes entering holidays and requested time off.
- Monitors receipt of client documentation and reports missing documentation.
- Process releases of information for clients.
- Orders supplies for the residential administrative office and other residential programs as needed.
- Track reportable event reports and 30-day mandatory follow up requirement.
- Maintains overall appearance of administrative building.
- Prepares and sets up materials for meetings.
- Assists in maintaining and updating changes to files in the Residential Services North (RSN) folders.
- Attends and documents assigned meetings; communicating notes to the appropriate parties.
- Enters receipt data for credit card reconciliation.
- Provides excellent customer service to all Sweetser employees and community partners.
- Oversees and tracks client allowance.
- Follows all HIPAA Privacy regulations to protect the confidentiality of all client information and release of information from area(s) of responsibility.
EDUCATION
- High School Diploma required; Associates Degree or higher preferred.
CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED
- Valid state driver’s license
EXPERIENCE
- Experience in behavioral healthcare preferred.
- One to three years of customer service experience preferred.
- One to three years of experience working with administrative and/or financial data and systems preferred
KNOWLEDGE AND SKILLS
- Able to practice high levels of organization and time management.
- Experience with computerized systems, spreadsheets and word processing software.
- Proficient with Microsoft Office applications.
- Excellent customer service skills.
- Ability to communicate effectively both orally and in writing.
- Ability to work and complete multiple tasks concurrently.
- Ability to sort and file materials correctly by alphabetic or numeric systems.
- Knowledge of English grammar, spelling, and punctuation.
- Skill in typing 50 wpm with 98% accuracy rate on all typed documents.
- Ability to establish and maintain effective working relationships with staff.
- Ability to adapt to change and handle stressful situations.
