Administrative Assistant

at  Catholic Charities Community Services

DESCRIPTION

The Administrative Assistant is responsible for managing a variety of administrative procedures and systems associated with the clinic, becoming familiar with and understanding policies and procedures associated with the internal and external reporting requirements, and maintaining full compliance with the federal confidentiality regulations governing substance abuse records as outlined in 42 CFR Part 2 and HIPAA. The Administrative Assistant is granted full access, use, and disclosure authorization relative to protected client-related health information.

QUALIFICATIONS:

Education and/or experience:

• HS Diploma or GED equivalent.

Skills, Licenses, and/or competencies:

• Proficient with Microsoft Office, including Word and Excel.
• Experience with computer-based client management systems.
• Strong methodical, written, and oral communication skills, interpersonal skills, and judgment, and a demonstrated capability for working cooperatively in a team environment.

1. Verify appointments, answer telephone inquiries, and provide referral information when needed, in addition to regular office functions.
2. Verify benefits, including daily verification of Medicaid eligibility in epaces.
3. Data entry into electronic health record for evaluation/assessment appointment.
4. Ensure certain services, client payments, and balances entered into electronic health record are accurate.
5. Maintain records and prepare monthly statistical reports for submission to regulatory bodies.
6. Maintain client roster daily.
7. Back up for daily banking of self-pay fees; generate daily deposit report and forward deposit data to Finance at CCCS.
8. Control and disburse petty cash; petty cash expenditure recordkeeping; submit reimbursements for petty cash fund.
9. Order and maintain office and cleaning/maintenance supplies; prepare purchase requisitions and follow Agency policy of obtaining bids as necessary.
10. Maintain inventory of all equipment according to OASAS regulations.
11. Keep the Director informed of any problems occurring in the clinic.
12. Participate in staff meetings as required.
13. Other duties as requested.