Administrative Assistant

Steppingstone, Inc.•Fall River, MA

14d•Onsite

About The Position

The Administrative Assistant works as an integral part of the Program Team, performing administrative functions including billing, clerical, bookkeeping, and accounting. This position may require a flexible schedule including 1st and 2nd shifts and Saturdays, with the agency retaining the right to change shifts based on organizational needs. The role involves providing assistance with program billing, report preparation, purchasing, and bookkeeping, as well as directing and performing office-related duties such as typing, filing, preparing correspondence, and providing telephone coverage. The Administrative Assistant is responsible for assigning, checking, and reviewing work quality, resolving issues, and orienting and training new staff. Proficiency in using computers for billings, databases, and spreadsheets is essential. Maintaining office equipment, files, records, and databases in an orderly manner is crucial. The position also involves making recommendations for office procedures and equipment, answering inquiries, and assisting the Finance Department with accounting functions like accounts receivable/payable, third-party billing, and bank deposits. Additionally, the role requires observing and communicating consumer concerns to the clinical team, the ability to climb stairs for emergencies, and responding to emergency situations by contacting relevant services. Administrative tasks include timely documentation, program recordkeeping, filing, providing telephone coverage, participating in meetings and trainings, cooperating with investigations, and inputting data into systems. Compliance requirements include remaining awake during shifts, attending mandatory trainings, updating licenses/certifications, adhering to program requirements, and following reporting guidelines, including completing Confidential Incident Reports.

Requirements

Minimum of two years of experience with office management, supervisory experience, and billing Managed Care Organizations/third party billing required.
Superior attention to detail, organizational skills, analytical skills, computer skills and multi-tasking skills.
Excel in verbal and written communication skills
Good working knowledge of computers, electronic health records and data collection.
Requires valid driver’s license due to business-related travel.

Nice To Haves

Associate’s degree in business management preferred.

Responsibilities

Provide assistance in the area of program billing, report preparation, purchasing, bookkeeping, etc.
Direct, supervise and perform office-related duties including but not limited to typing, filing, preparing memos, letters, and agendas, faxes, composing correspondence and providing telephone coverage.
Assign, check, and review quality and quantity of work performed and resolve questionable cases or problems.
Orient and train new and/or regular staff as needed.
Utilize the computer in preparing various monthly billings, databases, spreadsheets, and other related data.
Maintain all assigned office equipment in a clean and workable condition.
Ensure all assigned files, records, and databases are maintained in a neat, orderly, and efficient manner for reference and follow-up purposes.
Makes recommendations regarding new and /or modified office procedures, policies and office equipment.
Answer and resolve a variety of questions, problems, informational requests, discrepancies, etc. within scope of own position responsibilities.
Assist the agency’s Finance Department by performing accounting and related functions including but not limited to: accounts receivable and payable, 3rd party billing and tabulation, bank deposits, reconciliations, etc.
Observe and identify consumer concerns and communicate with the clinical team.
Ability to climb three flights of stairs to deal with emergencies.
Ability to respond to emergency situations by placing calls to Fire, Rescue, Police, and Medical etc.
Complete all required documentation in a timely manner.
Perform program recordkeeping, filing, and the organization of vital documents.
Provide telephone coverage for the assigned program and direct calls to other programs as needed.
Participate in required supervisions, staff meetings and trainings.
Participate and cooperate in any investigations conducted by internal and external agencies.
Ability to use a computer including inputting information into data systems.
Remain awake during your shift at all times.
Attend all mandatory trainings and update all licenses and certifications.
Adhere to program/project/department requirements and services.
Follow all reporting guidelines by deadlines including the completion of a Confidential Incident Report.