Description of Position

The Clubhouse Administrative Assistant will oversee the clerical and administrative duties for the Clubhouse, while simultaneously supporting Members to learn and use important skills that can improve the quality of their lives.

Responsibilities

• Provide secretarial support, including typing forms, letters, correspondence and memos, copying and routing or posting information appropriately.
• Support program staff by preparing materials as needed for Team meetings.
• Collect and distribute program mail as appropriate.
• Record meeting minutes when required, and email out to all designated individuals in a timely manner.
• Ensure appropriate documents are scanned into the Electronic Medical Record (EMR).
• Operate and coordinate the computer and information management systems for the Team. Maintain basic knowledge of medical records, and forms in order to answer staff questions and facilitate problem solving.
• Facilitate new hire documentation collection, as applicable to the employee’s position.
• Maintain a stock of supplies and maintain food inventory. Ensure all unit office equipment is in good working condition, requesting maintenance and repair when needed.
• Perform duties to reflect reasonable safety standards. Standard precautions must be utilized and training obtained in areas that constitute risk.
• Perform duties to reflect agency/program policies and procedures.
• Perform other related work duties as needed or as assigned by the supervisor.

Experience Requirements

• 6 months to 2 two years of experience working in a healthcare office setting with psychiatric, substance use disorders and challenges.
• Experience with Electronic Medical Records (EMR) and data tracking.
• Ability to run and read data reports.
• Effective critical thinking, communication skills and ability to work under stressful situations.
• Computer literate in Microsoft Office environments.

Training Requirements

• Company and Program Compliance trainings must be completed annually.
• First Aid/CPR/AED certification is required or must be obtained within 4 weeks of employment.
• CPI - Nonviolent Crisis Intervention is required or must be obtained within 12 weeks of employment.
• Specialized educational and vocational trainings to be completed and maintained.

Other Requirements

• The ability to stand and/or sit for extended periods and to move equipment and supplies (up to 40lbs) from floor level to approximately four feet above floor level
• The manual dexterity and visual acuity to promptly and effectively complete keyboarding tasks on a personal computer, and to effectively use the telephone system, mobile devices and other office equipment
• Ability to ascend and descend stairs while transporting supplies
• Ability to communicate effectively, both verbally and in writing.
• Knowledge of core competencies as identified by the employee's assigned department
• Must have a valid driver's license in the state of residence and submit a copy of satisfactory record of driving from the state of residence of registry of motor vehicles, as determined by the department vice president. The employee is expected to drive a personal vehicle and maintain proper vehicle insurance.
• Must complete MA and ADP Criminal Offense Record Information (CORI) process
• Must have computer literacy as related to the requirements of the position

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Date posted: 6/8/2022