Administrative Assistant

Job Summary

The Administrative Assistant is responsible for providing support and assistance to Pathways programs and staff.

Essential Duties:

Psychiatric Services:

• Receives referrals for psychiatric services, contacts person making the referral and gathers additional data on client, follows-up with client's family member to gather additional client data, verifies client insurance, and inputs new client data into the system.
• Communicates with psychiatrists on schedules and other information, acts as liaison between psychiatrists and clients as necessary.
• Schedules and confirms psychiatry appointments.
• Works with designated staff at each Pathways' location to finalize client schedule, confirms client appointments, and ensures that psychiatric appointments start and remain on schedule.
• Works with designated staff at each Pathways' location to ensure that Polycom equipment is functioning properly for psychiatric tele-medicine appointments.
• Works with designated staff at each Pathways' location and client's family member to reschedule any cancellations or no-shows.
• Verifies client's insurance at beginning of each month and mid-month.
• Uploads completed client psychiatric notes to the system for both foster care clients and Mosaic clients.
• Ensures all client prescriptions are sent out and refilled.

Mosaic Services:

• Answers telephone for inquiries, referrals and client requests for Mosaic services (Community Based services, Behavioral Health services and Psychiatry services); provides information as appropriate and/or obtains requested information and follows-up.
• Receives referrals for Behavioral Health services and Community Based services, contacts person making the referral and gathers any additional data on client, follows-up with client's family member to gather client data, verifies client insurance, and inputs new client data in the system and assigns to the appropriate Intake Specialist at each location.
• Verifies client's insurance at the beginning of each month and mid-month.

Administrative:

• Answers telephone for general office inquires and/or requests.
• Greets visitors to the office and directs them appropriately.
• Maintains corporate office files.
• Obtains and sorts incoming mail, and makes trips to post office as needed.
• Takes deposits to the bank.

Education & Experience

• Must have a High School Diploma or equivalent.
• Prefer training in clerical office skills through a formal training organization, some college or associate’s degree.
• Minimum of two years of administrative assistant and clerical experience.

Knowledge, Skills, & Abilities

• Ability to support the agency's culture, growth, and success through communication, accountability, and positivity.
• Ability to be clear headed and decisive based on the scope of the position.
• Ability to work efficiently and effectively both individually and as part of a team.

• Effective oral and written communication skills.
• Excellent computer skills (Word, Excel, other Windows software, information systems, etc.).
• Excellent employee relations, analytical, multi-tasking, and organization skills.
• Ability to perform a volume of numerical/detailed work with accuracy.
• Ability to understand and follow complex oral and written instructions.
• Ability to maintain confidential information.

Additional Requirements

• Proof of valid Texas Driver's License (Type C).
• Access to reliable transportation.
• Proof of valid/current auto insurance.
• Cleared motor vehicle driving record.
• Three employment references
• Cleared criminal background check and signed statement regarding felony indictments/convictions.
• Cleared TB test results (current within 12 months prior to employment).
• Cleared pre-employment drug test.
• Working cellular telephone.

Physical and Mental Demands

With or without reasonable accommodation, the physical and mental requirements of this job include the following: frequent seeing, hearing, and reading, speaking, and writing clearly. Use of a computer for long hours. Frequent sitting, manual dexterity. Occasional lifting and moving of up to 25 pounds, reaching with hands and arms, stooping and kneeling. Ability to review data and format into meaningful reports. Ability to meet deadlines.