Executive Secretary at Advanced Behavioral Health

POSITION SUMMARY:

The Administrative Assistant is responsible for assisting in the day-to-day functioning of the DCMM/YAS programs in support of the Client Financial Coordinators, Housing Coordinators and the managerial staff. A primary function of the position is processing and organizing social security applications and communications as well as maintaining and updating various spreadsheets in the programs shared drive. Coordinating with managerial staff around program coverage and attendance. Reviews housing census material and coordinating with appropriate staff. This position will represent ABH and its services in a positive and professional manner and adhere to ABHs best practices, guidelines, policies and procedures as established, promoting ABH as a leader in behavioral healthcare in all interactions and work.

DUTIES AND RESPONSIBILITIES:

• Interacts in a professional and respectful manner with providers and office staff to answer routine inquiries related to the DCMM contract and the social security application process;
• Coordinates with Social Security, DHMAS, and ABH staff and maintains a comprehensive knowledge of DCMM/YAS services with regard to benefits, eligibility, referral options, and an understanding of all associated forms;
• Updates the Rep-Payee spreadsheet data to ensure that all applicants are tracked and information is up to date.
• Disburse mail to program-specific sites;
• Provides assistance to the DCMM/YAS staff as necessary;
• Reviews TripLog information and communicates any needs to the DCMM/YAS staff prior to processing payroll;
• Assists managerial staff with scheduling staff and maintaining an active calendar;
• Organizing and maintaining shared information from various program and/or site specific data and spreadsheets;
• Assist in audit preparation as needed
• Obtaining census utilization information from DMHAS providers to support monthly expenditure reporting;
• Employs interpersonal expertise to provide good working relationships with members, providers, facilities and other ABH personnel;
• Maintains confidentiality of all client protected health information and adheres to all HIPAA related policies and procedures;
• Demonstrates ethical behavior and cultural sensitivity in all activities involving individuals of diverse backgrounds;
• Performs other tasks/responsibilities as required/assigned to support the business operations.

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Associate degree required or equivalent combination of education, experience and training that provides the required knowledge skills and abilities;
• 1-3 years of demonstrated work experience in an administrative assistant or related position.

KNOWLEDGE/SKILLS/ABILITIES:

• Willingness to develop an in-depth knowledge of the DCMM/YAS programs and Social Security processes related to the contract ;
• Must be flexible in order to respond quickly and positively to shifting demands;
• Strong attention to detail; ability to work on multiple tasks and meet deadlines;
• Excellent PC skills with demonstrated experience using Microsoft Office Package (MS Word, Excel and Outlook);
• Strong written and verbal communication skills required;
• Excellent communication skills needed, and the ability to prioritize the needs of staff and providers