Job description

Top reasons to work for SMA Healthcare:

• Career growth and advancement potential
• Great benefits such as: Health, Dental, Vision, Life, & Disability Insurance
• Tuition Reimbursement
• Paid Personal Leave (up to 25 days after 3 years of service)
• 403b Retirement Plan (matches one to one of employee contribution for the first 3%, then a 50% match on the next 6% of employee contribution)

Working Hours: 40 hrs week; Mon-Fri; 8am-5pm with flexibility
Non-exempt

The Administrative Assistant is a highly responsible position that provides administrative support to their assigned program(s). The Administrative Assistant performs work of varied complexity requiring understanding of various policies or processes, operates with a high degree of independence over specified, standardized activity areas, and refers only highly unusual or technical problems to supervisors for decision. The Administrative Assistant handles confidential and sensitive information and is required to maintain a high level of integrity and professionalism.

Qualifications

Possession of a high school diploma. Two years of experience in an administrative assistant capacity, accounts receivable, and/or data entry preferred. Completed college or related vocational training may be considered on a year-for-year basis for the required experience.

• Knowledge of accounting/bookkeeping/insurance requirements.
• Ability to enter data quickly and accurately.
• Ability to make mathematical calculations.
• Ability to maintain, verify, and reconcile records and accounts.
• Ability to recognize and correct errors.
• Ability to use various computer programs, including Microsoft Word and Excel.
• Ability to prepare clear and concise reports.
• Ability to communicate effectively and maintain effective working relationships with co-workers.

Responsibilities

• Receives telephone calls and answers questions; coordinates communication between the team and persons served; schedules appointments; gives information to callers and works with callers to relieve urgent situations or temporarily manage them until other staff are available; decides when and how to quickly refer calls to other staff.
• As required by program, prepares the monthly staff work schedule and recommends and revises policies and procedures pertaining to the schedules.
• Orders and maintains program supplies and equipment, and schedules maintenance on program vehicles.
• Processes a variety of correspondence, requests, and reports; reviews and researches subject matter and prepares replies; processes a variety of department reporting, purchasing, and legal documents.
• Sets up and maintains complex department filing and records system; maintains client, facility, personnel, and other files in accordance with program policies, procedures, and requirements; assists with quality assurance requirements for files.
• Acquires client authorizations and requests records as required by the assigned program.
• Manages and documents all cash transactions with receipts signed by recipient upon receiving cash.
• Completes all data input and coordinates the computer and management information systems for the assigned program(s).
• Manages calendars for assigned staff.
• Registers assigned team members for special events, conferences, webinars, etc., makes travel arrangements, and submits forms for mileage.
• Interacts with all levels of staff, including Board members.
• Assists with coordinating special events.
• Reconciles credit card transactions.
• Schedules, attends and records minutes for assigned meetings.
• Demonstrates familiarity with State and Federal guidelines, contract requirements and any ACHA and DCF Standards.
• Collects, organizes, documents, and files occurrence reports in the agency's Electronic Medical Record.
• Monitors receipt of program safety report and follows-up as needed.
• Performs miscellaneous job-related duties as assigned.

SMA Healthcare, Inc. is a tobacco and drug-free workplace.
EEO Employer W / M / Vet / Disabled

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