Program Secretary (Union)- 26-20

Sanilac Brand•Sandusky, MI

16h•$18 - $23•Onsite

About The Position

Under the direction of the Executive Administrative Assistant, these positions are responsible for providing support and assistance to assigned programs as outlined.

Requirements

High school diploma or general education degree (GED); and two or more years of related experience and/or training; or equivalent combination of education and experience.
Candidate must have excellent computer skills including a working knowledge of Word, critical thinking, general grammar, and dictation.
The ability to exercise discretion, customer service and independent judgment is required.
Valid Driver's License
Ability to use basic office machines.
Ability to exercise discretion and independent judgment.
A commitment to safeguard recipient's rights.
Ability to organize time and prioritize tasks.

Nice To Haves

A typing speed of 40 wpm is preferred.

Responsibilities

Receptionist duties at office location including greets and directs individuals receiving services and visitors.
Maintain a tidy and welcoming lobby.
Responsible for scheduling appointments for Agency staff at that location, including rescheduling appointments when cancellations occur; responsible for notifying staff/program of cancellations.
Assists staff in obtaining information on clients through telephone contacts including intakes, referrals, and crisis referrals.
Assists those leaving the department by answering questions as needed, collecting ability to pay payments/copays; scheduling follow-up appointments as needed; verifying demographic and eligibility information in applicable computer system, etc.
Responsible to input and update individual information in OASIS according to Agency standards.
Required to attend assigned meetings; prepare agenda, take minutes, compile and distribute meeting minutes.
Compose and send correspondence as necessary to complete job duties.
Provide clerical support for supervisors and clinical staff as needed.
Completes Fee Assessments for respective programs.
Assists with Annual Customer Satisfaction Survey.
Responsible for assisting in training clerical substitutes.
Responsible for knowing and understanding building opening and closing procedures.
Assists with internal and external audits as needed.
Attends clerical staffing meetings as assigned.
Second Level of the Agency phone tree.
Provides coverage for other secretaries/receptionists as requested.
Prepare business cards as requested.
Responsible for mailbags and interoffice mail for respective department.
Completes central purchasing duties for site/program.
Responsible to monitor the printer and FAX machine.
Reminder calls/texts and follow up as assigned.
Conference room scheduling.
Support Community Relations as needed.
Assists with Finance scanning project when time allows.
Perform other duties as assigned.
Floating Program Secretary is located at Ehardt Center is also responsible for providing backup clerical support to all the Program Secretaries, which includes the essential duties and responsibilities identified above, as well as, but is not limited to: Reminder calls/texts for Care Management and Peer Support. Scanning finance records as directed by the CFO. Serves to backup the Clinical Services and Care Management Services Program secretaries in their duties under their direction or the direction of the Executive Administrative Assistant. Covers for the ACT/Children’s Services/Croswell Program Secretaries in their absence when necessary. Backup coverage for Protocall Reports distribution.
Children’s Services Program Secretary located at Admin is also responsible for providing clerical support to Children’s Services, which includes, but is not limited to: Administratively open cases as necessary in the EMR/OASIS. Maintain database to track SED Waiver, Family Subsidy, and Children’s Waiver eligibility and assist staff with the application process. Backup support for maintaining WSA for CCBHC and 1915(i) SPA Waiver. Responsible for opening and distributing all incoming and interoffice agency mail, acts as main operator for site postage machine. Responsible for maintenance of forms, rosters, schedules, tickler files, applicable departmental goal tracking as needed to ensure timeliness, comprehensiveness and accuracy of individual charts, consents, reviews, reports, etc. COFR Responsibilities: Adding authorizations for any COFR Individuals
Clinical Services Program Secretary located at Ehardt Center is also responsible for providing clerical support to Clinical Services, which includes, but is not limited to: Responsible for maintaining the In and Out Board for the Program. Schedules car washes/safety checks for Agency vehicles. Maintains schedule for use of Agency vehicles. Verify demographic and eligibility information for individuals receiving services from Clinical Services. Maintains schedule for use of site conference rooms. Maintains and distributes Groups schedule. Protocall Reports distribution. Maintains and monitors the Surfaces, Mi-Fi’s and Garmin located at that site. Maintains the Public Guardian folder. Clerical Support for the Consumer Advisory Board meetings. Backup for HAB Waiver and Model Payments. Backup for Clinical Divisional and Behavior Treatment Committee meetings. Responsible for scheduling interpreter services, setting up the VRI cart and approving coordinating service billings. Responsible for managing, balancing and submitting to the Finance Department the petty cash funds for Clinic Services as assigned. Serves as Rights Advisor for the Ehardt Center.
Care Management Program Secretary for Care Managers located at Ehardt Center is also responsible for providing clerical support to Care Management Services, which includes, but is not limited to: Responsible to initiate, track and assist in the coordination of HAB Waiver, 1915(i) SPA Waiver and Model Payments paperwork, and completion of HSW reports. Enter all relevant information into WSA Database. Verify demographic and eligibility information for individuals receiving care management services. Fee Assessments for all individuals receiving care management services. Type letters and correspondence for Care Manager Supervisor and staff as requested. Clerical support for Care Management and Clinical Divisional meetings. Responsible for Behavior Treatment Committee (BTC) Agenda prep, minutes, and enter service activity. Reminder calls/texts and follow up for Care Management Services Program as well as communicating to staff any issues with releases, etc. Backup coverage for scheduling use of Agency vehicles.
Croswell Program Secretary for Croswell Office is also responsible for providing clerical support to the Croswell Office, which includes, but is not limited to: Rights Advisor for the Croswell office. Responsible for managing, balancing and submitting to the Finance Department petty cash funds for the Croswell office as assigned. Responsible for scheduling appointments for Agency staff at that location, including rescheduling appointments when cancellations occur; responsible for notifying staff/program of cancellations. Reminder calls/texts and follow up for therapy at Croswell office and Doctor appointments (21528 and 20042) as well as communicating to staff any issues with releases, etc. Supports other Program Secretaries as needed. Responsible for scheduling the use of the Admin Office as requested by outside agencies. Responsible for monitoring use of the Agency vehicle placed at the Croswell Office. Oversees the connection of the tele-therapists to their appointments and troubleshoots any issues. Gathers information for intake appointments.

Benefits

Medical Insurance POS $1,000/$2,000- 20% BCN POS Annual Deductibles- In Network- Individual-$1,000/Family- $2,000 First of month following hire date. $152.13 - Single $317.08- Two Person $417.11 - Family
Medical Insurance BCN HMO $2,000/$4,000 BCN HMO HDHP H.S.A. Eligible Plan Annual Deductibles- Single-$2,000/Family- $4,000 First of month following hire date. $64.87- Single $134.73 - Two Person $178.91 -Family
Medical/Rx Alternate HMO HSA $3400/$6800 Exchange State Bank-H.S.A Host BCN HMO HDHP H.S.A. Eligible Plan Annual Deductibles- In Network- Single-$3,300/Family-$6,600 First of month following hire date. $0.00 - Single $0.00 - Two Person $0.00 - Family
Annuity/Decline Medical Plans Nationwide 457b Eligible if waived all medical plans $233/Month (less Social Security & Medicare taxes)
Dental Insurance BCBSM Annual Max-$1,500 per member Orthodontics-$1,500-lifetime First of month following hire date. $51.22- Single $102.45 - Two Person $179.28 – Family
Vision Insurance Nation Vision Administrators -NVA First of month following hire date. $10.54-Single $18.94-Employee+ Spouse $16.84-Employee+ Child(ren) $27.38-Family
Assurity Voluntary Benefit Options Multiple plans available for review for employee only and for family members First of month following hire date. Costs vary depending on plans purchased.
Deferred Compensation Nationwide-457B same account as your retirement contributions. Prior to the first of each month. Set up your own account or $233 (pretax) from medical opt out option
Life Insurance RELIANCE- $40,000 Policy Automatically if Union member. Can purchase additional Personal and Dependent/Spouse coverage. First of month following 1 st full month of employment. Employee Only - $0.00 Additional Personal and Dependents/ Spouse coverage charges will vary.
Retirement Nationwide 401(a)- If hired on or after 9/1/2019 the Authority shall contribute an amount equal to three percent (3%) of the employee’s base wage. Pension- For Employees hired prior to 09/01/2019, the pension formula will be a two percent (2%) multiplier and the Employer will continue to provide contributions as actuarially determined to insure the financial soundness of the fund. Vested in the Authority’s contributions once thirty-six (36) months of service are completed with the Authority. Vested in the Authority’s contributions once eight years of service are completed. The Authority shall contribute fifty cents ($0.50) to the 401(a) Plan for each dollar ($1.00) an Employee contributes to his or her 457B Plan up to the first four percent (4%) of the employee’s base wage. The Authority shall not contribute more than five percent (5%) of the employee’s base wage for its total contributions under this section.
Long Term Disability RELIANCE – 90-day disability waiting period & receive 66 2/3% of your income First of month following 1 st full month of employment. No cost to employee
PTO Upon commencement of Employment - 25 days After completion of Three Years of Employment – 30 days After completion of Nine Years of Employment – 35 days After completion of Twelve Years of Employment – 40 days Accrued bi-weekly at the close of the pay period based on hours worked. 40 hours worked receives full accruals. If time is used before 3 months and employee leaves, they must repay used portion. See Union Contract.
Holiday Days 14 days per year Paid upon 1 st day with Agency. If part time, then you receive pay for regularly scheduled days/hours only.
Union Local 1518 Must be employed for three months to reach Just Cause Status. Monthly Union Dues - $47.90(F/T- above20 hrs./wk.) - $35.80 (P/T –12 hrs./wk. or more not to exceed 20 hrs.) - $22.40 (Lower P/T- 12hrs. or less/wk.)
Tuition Reimbursement May be reimbursed up to $5,250 annually. Requires approval and funding availability limited spaces approved each year / contingent upon funding & Agency need.