O/P County Funded Services - Administrative Assistant

CATCH•Philadelphia, PA

20d•Onsite

About The Position

The Administrative Assistant performs multiple duties including greeting consumers and visitors, answering and routing calls, scheduling appointments, assisting with intakes, maintaining consumer records, and reviewing required documentation to check eligibility. This role supports the mission and vision of the Department.

Requirements

Knowledge of computer software such as MS Word, MS Excel, and electronic health records.
Exceptional interpersonal and customer service skills.
Able to work independently with little to no supervision but uses available resources for problem resolution as indicated by circumstances or need.
Able to efficiently manage time; Completes assignments within a timely manner.
Work collaboratively with team members to assure optimal outcomes of care and service.
Keeps supervisor or manager informed of work-related issues at all times.
Able to adapt quickly to unanticipated changes in workflow or work process within a fast-paced office environment.
Able to understand, carry out, and remember verbal and written instructions.
Acceptable PA criminal history, FBI clearance and Child Abuse clearance done prior to hire.

Nice To Haves

Attention to Detail
Ability to work with diverse individuals
Discretion
Proficient Computer Skills
Good Verbal and Written Communication Skills
Decision Making
Time Management
Good organizational skills
Customer/Client Focus

Responsibilities

Greets all visitors to the facility and directs them appropriately.
Greets consumers and visitors in a prompt, pleasant, and helpful manner in person and on the telephone.
Answers the telephone and makes appointments or responds to inquiries.
Communicates with the clinical staff regarding consumers' visits.
Assist with processing medical records.
Process new and discharged consumer charts.
Conduct daily reminder calls for all upcoming doctors' appointments.
Complete daily registration forms for potential clients via phone or face-to-face as needed.
Order, restock, and maintain office supplies and inventory.
Conducts inventory control and oversees distribution of agency forms.
Open, maintain, and conduct administrative quality control of clinical charts.
Manage the influx of consumer inquiries and assigning as needed.
Support Office Manager with technical issues and implementation of front office procedures.
Maintains consumers' confidentiality with HIPPA and other federal, state, and local regulations as stated in the policies and procedures manual.
Answers inquires of consumers and public in person or via telephone regarding regulations and services; refers inquires to appropriate person or department.
Acts as back up, handling all consumer and facility issues when supervisor or manager is away.
Performs other duties assigned by the Office Manager and/or Director.