Administrative Assistant to Director of Persons with MI and SUD

SCCMHA Job Posting

CLASSIFICATION: Administrative Assistant to Director of Persons with MI and SUD

PAY GRADE: $58,292.98 - $71,170.07 Annually

GENERAL STATEMENT OF DUTIES:

Under the supervision of the Director of Services for Persons with MI and SUD, performs administrative tasks as assigned which may involve any area of department operations, such as business functions, information management, coordination and oversight of provider network, program management and development, member services, quality improvement, community liaison and project management. This position will be knowledgeable about and actively support culturally competent recovery-based practices; person centered planning as a shared decision-making process with the individual, who defines his/her life goals and is assisted in developing a unique path toward those goals; and a trauma informed culture of safety to aid consumer in the recovery process.

ESSENTIAL DUTIES AND RESPONSIBLITIES:

The Administrative Assistant will aid the Director in the performance of functions related to the operation of the department, as assigned by the Director. Specific tasks to be performed will be assigned based upon the needs of the department, which may include coordinating and/or assisting the Director and supervisory staff with the following departmental activities.

1. Participate in utilization management, development of protocols and procedures, and budget review and analysis.

2. Coordination of information management, including research, performance reporting, and collection of data and information,

3. Using information technology for the compilation, coordination and reporting of data. Current technology includes the Internet, the Electronic Medical Record, Microsoft Office applications.

4. Responsible for the preparation and coordination of the audits (DHHS, PIHP) and CARF reviews.

5. Program support, such as policy and procedure development, annual planning, procedural manual coordination, office management, and project management.

6. Quality improvement within the department, such as generating recommendations for process improvements, utilization review and regulatory compliance.

7. Assisting in the coordination, organization and/or facilitation of department trainings for procedures, processes, and various topics for the improvement of services.

8. Provides administrative support to Director in all aspects of program operations. May monitor department performance in quality indicators, documentation of service, etc. May prepare written reports from data. May represent the Director or the department in quality committees or work groups.

9. Take minutes for and/or organize the records of assigned committees

10. Communicates the mission, vision and core values of SCCMHA to staff while holding them accountable and implements these principles in all duties of this position.

11. Coordinates department schedules and procedures; schedules meetings, sets agendas and takes comprehensive minutes as assigned.

12. Performs other functions and duties assigned by Director

13. May assist with providing support to all clinical departments at Hancock as assigned by Director

INCIDENTAL DUTIES AND RESPONSIBILITES:

1. May represent Director at meetings, and/or receive/refer calls and mail.

2. May be required to drive to off-site work locations.

3. Reacts productively to change and handles other essential tasks as assigned.

4. Will participate in Quality Improvement functions.

5. Performs various administrative/clerical functions such as creating purchase orders, filing, copying documents, time management, data collection, reporting, etc.

6. Uses computer hardware and software to perform tasks.

7. Partnership and collaboration with community partners.

8. Attends in-service training, seminars, conferences and workshops in order to sustain professional competency.

9. May perform other duties assigned by Director

(The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all duties and responsibilities required of personnel so classified.)

REPORTING RELATIONSHIPS:

Reports to: Director of Services for Persons with MI and SUD

WORKING CONDITIONS/ENVIRONMENT:

Works in clinical office environment with usual pressures of time constraints. May have contact with persons who have potential for disruptive or violent behavior. Requires travel to multiple locations, sometimes in bad weather.

QUALIFICATIONS:

Education: A Bachelor degree is required. Degrees which will be given primary consideration include a degree in Social Work, Psychology, Nursing and/or Business. An academic concentration in human service or healthcare administration is preferred. Experience with medical records preferred.

Experience: A minimum of one-year experience performing similar functions is preferred.

Licenses and Certifications:

Valid Michigan Driver’s license with good driving record.

Knowledge, Skills, and Abilities:

1. Overall knowledge of the continuum of services provided by SCCMHA.

2. General business skills

3. Computer competency, including word processing, spread sheets, databases, internet, E-Mail.

4. Ability to plan and organize work, and provide small group leadership

5. Effective oral and written communication skills, minimum at college level

6. Ability to organize and maintain data and information

7. Problem solving and mediation abilities

8. Ability to maintain favorable public relations and provide community leadership

9. Ability to exercise independent and mature judgment

10. Ability to maintain strict confidentiality

11. Demonstrates knowledge and commitment to person centered planning principle and process.

12. Knowledge of medical record requirements and the ability to research and stay abreast of trends related to medical records.

Physical/Mental Requirements:

1. Hearing acuity to converse in person and on telephone.

2. Visual acuity to observe consumers behavior, read and proofread documents and use EHR and other electronic devices.

3. Ability to walk, stand or sit for extended periods of time.

4. Manual dexterity to write and to operate standard office equipment (PC, Keyboard, Copy Machine, Fax Machine, etc.)

5. Ability to lift and carry files and supplies at least 20 pounds.

6. Strong interpersonal skills to interact with leadership, employees, consumers and the general public.

7. Analytical skills necessary to conduct research, analyze, and interpret complex data and identify and solve problems by proposing courses of action.

8. Ability to plan short and long range and to manage and schedule time.

9. Ability to handle stress in meeting deadlines and dealing with large numbers of employees and/or consumers.

(Listed qualifications are for guidance in filling this position. Any combination of education and experience that provides the necessary knowledge, skills, and abilities will be considered; however, mandatory licensing or certification requirements cannot be waived. Physical/mental requirements cannot be waived unless specifically indicated.)