Administrative Specialist

Administrative Specialist

The Administrative Specialist is responsible for performing multifaceted general administrative supports for Outpatient Clinic(s). The position involves assisting with daily administrative operations of the clinic, including but not limited to : opening and / or closing the clinic; scheduling clients; making reminder calls; performs verification checks of client eligibility of insurance and authorization for services; checking in clients / families / visitors and directing them to the waiting area or meeting room; informing staff of client / visitors' arrivals or cancellations; maintains an orderly and neat waiting area / lobby; monitors clients and families who may have emotional and / or behavioral challenges in the waiting area / lobby; addressing, redirecting and / or problem solving with upset, angry, delayed, severely traumatized, emotionally and / or behaviorally challenged clients and families; engages difficult clients in activities; communicates concerning behaviors with assigned therapist; assists with medical transport.

Additional responsibilities include assisting with administrative operations of client information, performing administration functions including but not limited to : filing; photocopying; scanning; typing; faxing; data entry in multiple databases; recordkeeping; opening, sorting and distributing mail; answering multi-lined phones, screening incoming calls; checking voicemail; transferring calls; emailing; greeting visitors and answering questions; setting up and managing spreadsheets and databases; assisting with general word processing of letters, forms, reports, etc.; responds to commonly-asked questions or directs individuals to the necessary person. Provides administrative support to clinical staff; provides coverage for other support staff as requested by supervisor; creates a positive team environment. Participates in assigned staff meetings, other meetings and committees. Performs other related duties as required and assigned. Demonstrates a commitment to developing a thorough knowledge and application of the Sanctuary model and other organizational policies & practices. Participates in staff development, in-services, and training related to workplace effectiveness; models professional behaviors and implements improvements to business practices with awareness of their impact in a trauma-informed behavioral healthcare organization.

Competencies include adhering and administering agency and Outpatient policies and procedures; communicating clearly and effectively orally and in writing in English; interpreting information, utilizing critical thinking and explaining concepts to others; maintaining effective working relationships with agency employees at all levels and the general public; adapting to constant changing circumstances while maintaining professionalism; engages in continuous learning and builds knowledge, skills and abilities while addressing new challenges; team building and collaborative skills.

Education and experience requirements include a high school diploma or equivalent, 1 year consecutive office experience, and intermediate level computer capabilities in use of databases, web-based environments, word processing, email, and spreadsheets. Valued experience includes bilingual abilities, including the ability to speak, read, write, and translate documents in Spanish; knowledge of non-profit; knowledge of electronic health records. Other requirements include passing a DHS criminal history background, meeting agency driving requirements, working irregular hours outside of the normal clinic business hours including weekends; travel and perform duties at different agency locations with possible meetings / presentations at other Morrison designated worksites and in the community; CPR and Standard First Aid Certification within 30 days of hire and keep current; if bilingual, must pass language proficiency testing.

Working conditions include working in clinical offices, community settings, including Morrison Residential, administration buildings, public locations, and social service sites. Breaks and meals are subject to interruption. Universal Precautions and remaining alert to the environment are critical to address the potential for violent behavior, exposure to disease, biohazards, noise, and contaminants. Work assigned is diverse and may involve addressing new and unique circumstances. The work might be unpredictable and disrupts planned tasks, requiring flexible time management. Ability to remain calm and emotionally available serving youth, adults, and / or families who have experienced trauma. Proficient with office equipment and physical movement. Ability to perform physical interventions if needed in accordance with program and training. Physical dexterity for reaching, stooping, and repetitive wrist and hand motions.