CBS Admissions and Administrative Assistant

Job Description

Description:

Summary

Supports Community Based Services by receiving and processing incoming referrals for identified programs and by providing administrative support to include greeting clients and visitors, use of office technology, preparation of reports, and other related tasks.

Principal Duties and Responsibilities

Admissions Support

For designated programs, respond timely to referrals and inquiries for services and ensure required referral documents are received.

Schedule initial appointments and update Scheduling Calendars for identified programs.

Accurately enter referral and client data into EHR and other data tracking systems.

Verify insurance coverage for new referrals/potential clients.

Generate intake documents for admission; utilize technology as needed to obtain needed signatures and upload to medical record.

In collaboration with CBS Admissions Manager, work to streamline referral, intake, and admission processes.

Provide back-up support to CBS Admissions Manager as needed.

Administrative Support

Greet clients, visitors, and staff in assigned office location.

Answer phones and process-calls by collecting information, taking clear messages as needed, etc.

Communicate clearly with program and agency staff, stakeholders, and other external entities.

Utilize available technology to track information to support program services as requested (monthly Medicaid verifications, NC Allies data entry, etc.).

Provide assistance to staff in use/operation of standard office equipment, and provide minor repairs on the equipment, such as clearing paper jams, replacing toner, etc.

Other duties as assigned by supervisor.

Supervision responsibilities:

None

All employees have the following expectations:

Mission: Contribute to and enhance company mission

Organization: Prioritize and plan work responsibilities appropriately

Professional Development: Attend and/or successfully complete all required trainings and meetings

Timeliness and Accuracy: Perform quality work within given deadlines and expectations with or without direct supervision •

Professionalism: Comply with all applicable policies, practices, and procedures; report all out-of compliance and unsafe activities to supervisor; interact professionally with other employees, volunteers, families, children, and the community

Teamwork: Serve effectively as a team contributor on all assignments

Communication: Utilize effective communication skills both verbally and in writing; provide effective feedback and is receptive to feedback

Leadership: Work independently while understanding the necessity for communicating and coordinating work efforts with other appropriate individualsRequirements:

Education and Experience Requirements

High School diploma or equivalent is required; some college preferred.

A minimum of one -year experience providing administrative support, preferably in a behavioral health setting.

Must possess necessary skills to effectively utilize computer programs such as Outlook, MS Word, Excel, etc.

Must be culturally sensitive to children and families and support cultural diversity throughout the program.

Requires effective communication, decision-making, interpersonal, and professionalism skills.

Requires the ability to coordinate and manage multiple tasks simultaneously.

Must have a valid North Carolina's Driver's license and able to travel throughout our service area.

Must submit to and pass pre-employment drug screening, criminal, HCPR and driving checks.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands and fingers, handle or feel objects, tools, or controls, talk, and hear. The employee is frequently required to reach with hands or arms, stand, walk, climb or balance, stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 30 pounds.

Specifics vision abilities required by this position include close, distance, color, and peripheral vision, depth perception, and the ability to adjust focus.

Physical functions which are considered essential to the satisfactory performance of the job include the following: reading, typing, writing, speaking, and using the telephone and prolonged sitting at a desk and working on a computer.

Employee must be able to operate a vehicle for job duties, and keep a valid NC drivers license with insurance.

The work environment will contain slight to moderate office-related noises. The employee is not exposed to extreme weather conditions, toxic fumes, or airborne particles.

The employee must occasionally travel to different locations in the course of work