DEFINITION:

This is responsible administrative work involving varied duties in support of Residential Services.

DESCRIPTION OF DUTIES:

Meet the public, give and obtain routine and non-technical information, explain well defined rules and policies.

Screen calls and take messages.

Prepare and handle all outgoing correspondence for mail such as, disability requests and other agencies’ requests for designated programs.

Balance money and receipts at the beginning of each business day.

Type as needed.

Prepare vouchers monthly for appropriate facilities.

Provide secretarial coverage for residential facilities as needed.

Assume custodial responsibility for equipment and assure that equipment is maintained and operational.

Maintain central file on administrative matters.

Maintain suspense file of reports due, remind staff of due dates and assure timely submission.

Keep minutes of general staff meetings and refer items for review to the attention of the Director of the program.

Stock adequate level of supplies needed.

Responsible for accountability and reimbursement of imprest funds.

Deliver charts to appropriate units and collect charts at the end of each work day.

Pull charts during the day as needed.

Maintain charts for correctness and completeness including recording appointments and filing notes and correspondence in charts.

Oversee the clients’ signature on the sign-in log for appointments and verify insurance and address changes.

Assign new case numbers and put together records for new clients and readmissions.

Complete all receipts from clinicians’ directive memos.

Use Front Desk to make client appointments and to enter rescheduled appointments.

Enter client profiles in the ECHO system.

Prepare a copy of scheduled appointments for appropriate staff.

Pull charts for appointments.

Prepare records requests on inactive clients for next day appointments.

Perform inactive Administrative Reviews on cases being closed from designated programs.

Perform review on open cases every six months if applicable.

Assist with correction of chart deficiencies noted in administrative/clinical reviews.

Provide administrative support to HUD projects.

Compile necessary reports for DHR, State Department of Mental Health and other interagency contract forms and forward to central office.

Serve as back up during emergency situations to Medical Records and Switchboard operations.

Perform other related duties as requested by supervisor.

REQUIREMENTS:

Considerable knowledge of English, spelling, punctuation, office practices and procedures and principles of office management.

Ability to deal with people including clients, staff members, visitors and the general public in a pleasant and effective manner.

Ability to type rapidly and accurately.

Ability to use transcribing machine and other office machines.

Ability to understand and follow oral and written instructions, to learn assigned tasks readily and make minor decisions in accordance with Agency policy.

Ability to establish and maintain effective working relationship with other employees and the public.

QUALIFICATIONS:

Graduation from high school or equivalent including or supplemented by courses in typing, filing and recordkeeping and business procedures, plus one year work experience preferably in the field of mental health or a health care facility.

July 2009