Administrative Support Residential

Sweetser • Saco, ME

271d

About The Position

The Administrative Support position in Residential provides program support in various administrative areas including client records, scheduling, authorizations of service, and finance. The role serves as a liaison between administrative support departments and the program, ensuring efficient operations and communication.

Requirements

• High School Diploma required; Associates Degree or higher preferred.
• Valid state driver's license.
• Experience in behavioral healthcare preferred.
• One to three years of customer service experience preferred.
• One to three years of experience working with administrative and/or financial data and systems preferred.

Nice To Haves

• Able to practice high levels of organization and time management.
• Experience with computerized systems, spreadsheets and word processing software.
• Proficient with Microsoft Office applications.
• Excellent customer service skills.
• Ability to communicate effectively both orally and in writing.
• Ability to work and complete multiple tasks concurrently.
• Ability to sort and file materials correctly by alphabetic or numeric systems.
• Knowledge of English grammar, spelling, and punctuation.
• Skill in typing 50 wpm with 98% accuracy rate on all typed documents.
• Ability to establish and maintain effective working relationships with staff.
• Ability to adapt to change and handle stressful situations.

Responsibilities

• Enters required Incident Reports to the state-wide database Electronic Information System (EIS) by collecting data and entering within the required time frame; coordinates required follow-up with the appropriate parties.
• Answers phone calls quickly and professionally, assists callers and transfers when necessary, providing courteous and efficient service to all internal and external customers.
• Gathers necessary information, proofreads, confirms requirements and scans into system to save or share with appropriate parties.
• Prepares required program communication and documentation (i.e. letters and other requested correspondence) and sends through appropriate channels including email and postal services.
• Supports the scheduling processes of residential services in an administrative role by scheduling meetings for the supervisors, directors, and other program needs; includes entering holidays and requested time off.
• Monitors receipt of client documentation and reports missing documentation.
• Processes releases of information for clients.
• Orders supplies for the residential administrative office and other residential programs as needed.
• Tracks reportable event reports and 30-day mandatory follow up requirement.
• Maintains overall appearance of administrative building.
• Prepares and sets up materials for meetings.
• Assists in maintaining and updating changes to files in the Residential Services North (RSN) folders.
• Attends and documents assigned meetings; communicates notes to the appropriate parties.
• Enters receipt data for credit card reconciliation.
• Provides excellent customer service to all Sweetser employees and community partners.
• Oversees and tracks client allowance.
• Follows all HIPAA Privacy regulations to protect the confidentiality of all client information and release of information from area(s) of responsibility.

What This Job Offers

• Job Type: Full-time
• Industry: Nursing and Residential Care Facilities
• Education Level: High school or GED