Administrative Assistant

Job Description

Job Description

Salary :

MECA Therapies is looking for an Administrative Assistant to join our professional team.

MECA Therapies is the largest pediatric rehabilitation provider in the state of New Mexico. Our mission is to strive everyday towards ensuring that our families and their children have access to the highest quality of care in the communities we serve.

Job Description :

The Administrative Assistant is responsible for assisting the Maternal Health director in managing daily functions that occur in the counties served. They are responsible for managing the day-to-day office activities.

Qualifications :

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this job description are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Licensure :

High School Diploma, GED, Associate Degree OR equivalent experience in office administrative positions.

General Requirements :

Knowledge and experience in office management

Friendly demeanor when interacting with patients, families, referral sources, and other staff members.

Proficient computer skills in Microsoft and database systems

Proficient organizational and record keeping skills.

Effective oral and written communication

Excellent interpersonal and teaming skills

Ability to multitask.

Exercise a high level of confidentiality.

Ability to arrive to work on time.

Reliable daycare / elder care as needed.

Reliable transportation.

ESSENTIAL DUTIES

The Administrative Assistant will operate within Local, State and Federal Regulations as well as adhere to all MECA policies and procedures by :

1. Answering all incoming phone calls, taking messages, and assisting with inquiries before directing to appropriate staff.

2. Managing multiple email boxes for referrals and replies

3. Greeting all guests and directing them to the proper department / staff.

4. Maintaining sign-in and sign-out sheets and ensuring all staff and guests sign in and out.

5. Processing and distributing all incoming mail and fax reports.

6. Maintaining inventory and distribution of office supplies.

7. Maintaining equipment log for maternal health staff.

8. Reviewing materials to ensure we have an adequate amount such as door hangers, brochures, etc.

9. Organize time sheets for director approval

10. Setting up conference room for meetings and training, ensure sign-in sheets are available at staff meetings / in-person or zoom meetings and send to HR along with the meeting agenda. Report minutes of meetings.

11. Maintain training logs

12. Maintain OIG, OFAC, and SAM.gov monthly exclusion checks for Care Coordinators and all team affiliated with Care Coordination

13. Completing new hire tasks : key acknowledgments, Medicaid portal acknowledgment, first aid acknowledgement, universal precaution kit acknowledgement, issued equipment acknowledgment as appropriate, ensure items are received back upon severance of employment by staff

14. Ensure staff have appropriate identification (badges)

15. Maintaining computer needs and updates.

16. Maintaining copy machine and postage machines and needed supplies.

17. Ensuring that all doors are opened and locked each day.

18. Completing duties as assigned by Maternal Health Director or leadership team.

19. Entering Data into Survey Monkey such as the Periodic surveys, Exit Surveys.

20. Other duties as assigned.

21. Assist HR with obtaining onboarding documentation for new staff

DOCUMENTATION

The Administrative Assistant willaccurately gather and maintain documentation by :

1. Maintain exclusion list as outlined above for Care Coordination team

2. Maintain training logs as outlines above

STAFF DEVELOPMENT AND TRAINING

The Administrative Assistant will provide necessary support for all staff and will comply with all mandatory trainings identified by Maternal Health Director and / or leadership :

1. Attending all mandatory staff meetings and trainings.

2. Cross-training with other MECA administrative / office / billing staff / clinic staff.

SUPERVISION

The Administrative Assistant will receive general supervision from Maternal Health Director by :

1. Seeking out guidance and support as needed.

2. Following guidance provided by Maternal Health Director.

3. Providing mentorship / shadowing opportunities for newly hired office staff.