MST Administrative Assistant PT - Southwest Key Programs

Job Summary::

The MST Executive Assistant is responsible for managing critical administrative duties that support the Multisystemic Therapy Programs (MST), which includes conducting research, prepare reports, track complex program developments, and generally keep all aspects of the MST program office. Candidates must possess an empathetic telephone and in-person presence, strong attention to detail, problem solving skills, and a goal driven work ethic. 

Essential Functions::

• Collect all financial back-up documentation from MST staff and Supervisors weekly.
• Code and submit all invoices, check requests, Procurement Card receipts and petty cash reconciliations in Southwest Key’s financial system (Oracle) in accordance with Accounts Payable Department deadlines.
• Provide wide range of administrative support, organizational assistance, and project management to the MST team in the fast-paced, urgent, high accountability headquarters office.
• Maintain high level of knowledge of all departments’ functions and activities to respond to internal and external inquiries and requests for information and departmental support.
• Conduct research as requested in preparation for meetings, phone calls, board reports, and business trips.
• Answer and receive incoming calls and correspondence.
• Coordinate all travel and training arrangements for the MST teams.
• Support all administrative office needs of the MST teams including scanning, copying, printing, ordering supplies, etc.
• Must be able to maintain confidentiality of personnel and client files.
• Monitor and maintain compliance with organization, licensing, and funding source for all the MST programs
• Perform other duties as assigned.

Other Functions::

• Attend all organizational and programs required trainings.
• Travel as needed.

Qualifications and Requirements::

• High school diploma or equivalent.
• Computer literate with working knowledge of Microsoft Windows (Microsoft Word, Excel, Power Point), and a variety of online database systems.
• Ability to organize and prioritize work and manage multiple priorities.
• Excellent verbal and written communication skills.
• Excellent attention to detail.
• Ability to research and analyze data.
• Ability to work independently with minimal supervision.
• Ability to establish and maintain effective working relationships with regulators, payors, executives, management, staff, and external customers.
• Must be able to work a flexible schedule as needed.
• Cleared background check
• (English/Spanish) preferred.
• Must be at least 21 years of age at the time of hire.

Physical Demands::

Hearing: Adequate to perform job duties in person and over the telephone. Speaking: Must be able to communicate clearly to patients in person and over the telephone.

 

Vision: Visual acuity adequate to perform job duties, including reading information from printed sources and computer screens.

 

Other: Requires occasional lifting and carrying items weighing up to 20 pounds unassisted. Requires frequent bending, reaching, and repetitive hand movements, standing, walking, squatting, and sitting, with some lifting, pushing, and pulling exerted regularly throughout a regular work shift.

Work Environment::

General office environment with moderate noise. This position is mostly sedentary, involves sitting most of the time, but may involve walking or standing for brief periods of time. A busy environment with many unscheduled interruptions. Frequent computer usage at a workstation for extended periods of time. Public contact position requiring appropriate business apparel.