Administrative Assistant - Client Development

Psynergy Programs Inc•Morgan Hill, CA

About The Position

Under broad supervision, the Administrative Assistant uses a high degree of discretion and independent judgment in the performance of duties; (s)he will plan work and carry projects through to completion with minimal supervision. The position provides senior administrative support for executive management and will report to corporate executives. The incumbent will demonstrate initiative and oversee the planning, organization and performance of confidential administrative work; performs routine but responsible administrative work; and performs related work as required. This position coordinates and monitors office operations to ensure company requirements are sufficiently met on a daily basis. The Department Assistant will be skilled at establishing and maintaining effective professional relationships with staff as well as the general public. Employment Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. At minimum, the incumbent will possess an above average knowledge of standard office procedures and practices: writing business correspondence; organizational filing; operating office equipment; and maintaining schedules, agendas and meeting minutes. The Administrative Assistant will demonstrate a high level of discretion and maintain confidential and sensitive information and data; this position will also require a broad understanding of human resource management and related personnel matters. Lastly, the position will require making independent decisions and using good judgment in the application of agency policies, rules and regulations. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

At minimum, the incumbent will possess an above average knowledge of standard office procedures and practices: writing business correspondence; organizational filing; operating office equipment; and maintaining schedules, agendas and meeting minutes.
The Administrative Assistant will demonstrate a high level of discretion and maintain confidential and sensitive information and data; this position will also require a broad understanding of human resource management and related personnel matters.
The position will require making independent decisions and using good judgment in the application of agency policies, rules and regulations.
The incumbent would typically possess knowledge and abilities obtained through a combination of training and experience equivalent to a Bachelor's degree in Business Administration and two years of supervisory experience.
Additional training and/or experience may be combined or substituted with year for year of progressively responsible administrative experience.
This position requires computer proficiency including the ability to use word processing, spreadsheet and data base applications.
The incumbent may also take dictation at 45 wpm and transcribe accurately.
The position will require a general knowledge of agency operations and standard business practices.
Must be 25 years of age and be able to meet and receive criminal record clearance as required by Title XXII, licensing regulations and must have a good driving record. This includes FBI and DOJ clearance.
A health screening, by or under the direction of a physician must have been performed not more than one year prior to employment or within seven (7) days after employment. Health screening must include TB clearance not more than one year prior to employment or within seven (7) days after employment.
Must have a “valid” standard first aid card and CPR card from an accredited institution.
Must be physically able to assist clients and/or staff in the evacuation of program facility in emergency situations.
Must be able to administer first aid and CPR in an emergency situation if assigned to a residential facility.
Must have a valid California driver’s license, current automobile insurance and a good driving record as documented by a DMV report, first aid and CPR training. Good driving record must be maintained during employment.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problem involving several concrete variables in standardized situations.

Responsibilities

When needed, greets and screens incoming visitors in a professional manner and promptly notifies appropriate person of their arrival.
Maintain databases with current and up-to-date information and track community outreach resources.
Maintain a database with current up-to-date information of family members; County Case Managers; Government officials; Hospital liaisons, etc.
Creates, maintains and stores files for all County Contracts, including: annual and semi-annual certification updates, policy and procedures manuals for county personnel, updated NPI information, PPI staffing ratios and personnel.
Conduct private family tours and county case manager when VP or CD Manager is not available
Assist in the review of new admission agreements with family members
Assist in completing screening forms, acquiring information for IMD admissions, liaison between county staff and Psynergy administrative staff.
Support the independent sub-contractors of Government and Public Relations, including accounting contractor, government liaison contractor, etc. Assisting with paperwork, emails, and a act as a liaison between Psynergy, county case manager, families and the independent contractors
Compile data for Maximum Financial Obligation (MFO) report on status of contract limits by dollar amount and placements. Assist in report completion to Board weekly.
Facilitate billing and payment of private residential clients, including outpatient clients; logging, updating and informing Administration with reports on a bi-weekly basis
Support Admissions team members, support as Officer Of The Day 1 to 2 times a week.
Assist in preparation for community presentations, Mental Health Board presentations, and private tours for large parties, etc
Reply to and follow up private pay emails and maintain database of enquiries from info@ psynergy.org [http://senergy.org] as well as Psychology Today
Assist in preparation of community resource tables, conferences, mental health board meetings, tours, etc
May attend local conferences, presentations, trainings within a 150+ mile radius
Accepts general inquiry phone calls and completes telephone screening forms
Maintain supply of informational packets for private families, county staff, and community partners with up to date and current information.
May assist in the planning and preparation of employee and corporate events.
May provide transportation in agency vehicles, including but not limited to the transportation of clients and/or program supplies, on agency business. Must be 25 and be able to be insured on PPI policy, which continued employment is dependent upon.
Exercises absolute confidentiality with all client and employee related matters and material.
Participates in emergency drills and follows emergency procedures.
Attends and participates in staff program and facility training as required.
Mandate abuse reporter.
Performs other administrative and executive duties as assigned.