Administrative Aide

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 program s 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 ABH s 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