SUPERVISED BY: Program Director
HOURS: Full-time, 40 hours
BASIC PURPOSE: To provide administrative support services for a residential treatment program
- Experienced in secretarial skills with a knowledge of word processing, preferably, Microsoft Word for Windows; proficiency in spelling, punctuation and grammar.
- Good organizational and detail skills.
- Billing experience strongly preferred
- High school diploma; associates degree or higher preferred
- Excellent telephone skills and manners.
- Ability to relate maturely and professionally with recovering substance abusers.
- Ability to protect client confidentiality in all aspects of work.
- A valid driver’s license and use of a car is necessary.
General Description: Wellspring utilizes the Sanctuary Model, which is a trauma-informed client treatment organizational change model. The Sanctuary Model organizes both our treatment and the way we run our organization. Sanctuary is an inclusive model because it is a way of guiding leaders, staff, clients, and families to share the same language. Administrative employees help clients in their recovery from substance use and co-occurring disorders through role modeling, and empathetic trauma-informed support using Sanctuary framework.
KEY RESULT AREAS:
- Interacts with clients, other staff and the public in a polite, respectful manner.
- Management of agency’s office system to provide necessary support for clinical and administrative staff including maintenance of client case record and recording systems.
- Completes third party billings (MaineCare, VA, DHHS). Verifies MaineCare status and continued eligibility on a monthly basis; assures clients respond to requests for updated information.
- Facilitates completion of MaineCare and Food Stamp applications.
- Maintains statistics for reimbursement from funding agencies.
- Maintains telecommunication system.
- Maintains accounts receivable system.
- Maintains, orders and controls office supply inventory as needed.
- Transports clients as needed in agency vehicle.
EXAMPLES OF DUTIES: [May not include all of the duties assigned]
- Acts as a receptionist, answering and processing telephone calls for program in a courteous and professional manner.
- Uses and maintains in good working order office equipment, including, but not limited to: computer, photocopier, and telephone equipment.
- Types, files and photocopies as required by the administrative and clinical staff.
- Audits charts on a monthly basis and as needed.
- Maintains supply of all necessary forms; destroys outdated forms.
- Collects and distributes agency mail between programs as requested.
- Schedules screening appointments and client appointments for psychiatric consultant and Clinical Director.
- Prepares and submits all third party payer applications and invoices.
- Prepares client invoices for pharmacy and Room & Board charges. Collects client fees and expense reimbursements.
- Collects taxi vouchers, reconciles Miller Drug bill, petty cash and sends to bookkeeper for payment.
- Processes food stamp applications in a timely manner. Acts as the authorized representative of the agency with the food stamp office of the Department of Human Services, as assigned.
- Maintains data collection, waiting lists and statistics as required.
- Travels between program sites, training, miscellaneous errands, and other meetings as required.
- Acts as secretarial back up to other programs, as requested.
- Shops for groceries and household supplies for the program.
- Keeps accurate time record of activities and submits to supervisor as required.
- Reports to work promptly at assigned hours.
- Maintains confidentiality of all client related information.
- Performs other duties as required by the Program Director and Executive Director.
- Attendance and Dependability: Reports to work promptly at assigned hours and is seldom absent from work; submits accurate time sheets to the supervisor. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious, about assignments.
- Communication and Contact: The employee communicates effectively both verbally and in writing with clients, colleagues, and other individuals inside and outside the company while maintaining confidentiality of all client related information.
- Relationships with Others: Conveys a welcoming, empathic, hopeful attitude towards people with co-occurring conditions and supports a philosophy of dual recovery. Engages and welcomes people in ways that convey respect for diversity in a culturally appropriate way. Demonstrates high professional/ethical standards and works well with others as part of the treatment team. Has a therapeutic approach of being empathetic, respectful, and motivational, while encouraging clients to take responsibility for their lives.
- Participates in the Sanctuary Model and incorporates Sanctuary values, principles, and tools in building a trauma informed treatment program.
This job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee.
The classification of this position is considered non-exempt from the pay provisions of the Fair Labor and Standards Act.