Administrative Assistant

Job Description

Position Title: Administrative Assistant (AA)

Position Officially Reports to: CEO

Description

You Belong emphasizes “Enhancing community inclusion and diversity through advocacy, kindness, and encouragement.” We follow a Person-Centered philosophy to offer individuals, businesses and communities support in creating a world where everyone belongs and is free from scrutiny and unkindness. The Administrative Assistant is responsible for embodying this philosophy, being diligent in their work to ensure that all services are delivered with integrity in accordance with rules, regulations, and policies of partners and is responsible for the expectations outlined below. The AA is also responsible for providing honest and open feedback when necessary to ensure that we continue to work towards excellence in person-centered services.

Administrative Assistant Responsibilities:

• Manage front desk responsibilities, including greeting visitors and handling multi-line phone systems with professionalism and courtesy
• Assist with calendar management and appointment scheduling for staff and clients
• Call to complete intakes, schedule services, follow up or complete reminder calls as needed for scheduled clients
• Perform activities associated with billing and reconciliation
• Provide information and documentation if needed for payroll submission of contractors
• Enter referrals into data tracking software to ensure compliance and assign referrals as directed by management
• Review cases for completion and compliance before billing
• Maintain and complete electronic case reviews to report to CEO and Managers as needed utilizing standardized forms and operating procedures
• Reviews and maintains electronic case management systems for completion and accuracy
• Complete proxy services for community-based services as needed including
• Intake for services
• Transportation (purchasing bus tickets and or gas cards)
• On the Job Support
• Mock Interviewing
• In Person interviewing support as needed to support Developers
• Job Coaching
• Pre Employment and Transition services
• Assist in the completion of compliance reviews for OOD, CARF or other organizations as needed
• Prepare administrative agenda, and take minutes at all meetings as requested by Admin
• Meetings may include team meetings, agency meetings, or meetings with community members and\or shareholders - travel rarely required.
• Other Duties as assigned by CEO or Management level team members

Administrative Assistant Requirements:

• A bachelor’s degree in business administration preferred, high school diploma and 2 year of experience in similar role required.
• Proven experience as a billing clerk or administrative experience
• Adherence to laws and confidentiality guidelines
• Advanced skills in Microsoft office (Excel, Word, TEAMS, Access, Powerpoint, Quickbooks, etc)
• Excellent data entry abilities
• Excellent attention to detail
• Excellent communication skills

Administrative Assistant Deliverables:

· Respond to referrals within 48 hours of receipt either via phone or email

· Accurately input data, reports, etc as needed

· Provide referring agency updates during administrative meetings

· Schedule services in blocks of time which encourage community participation

· Assist as needed in the development of a caseload of a caseload or in support of other staff’s caseload

Administrative Assistant Compensation:

· $16-$22 per hour based on experience

· Health Coverage once staffing allows coverage to be purchased

· Computer provided

· Cell phone and plan provided

Schedule and Attendance Expectations

· Full-time Employment Preferred or available to two part time positions

· Monday – Friday 8:30 – 4:30 with a working lunch or

· 8:00-4:30 with a 30 min Lunch away from desk

· Occasional additional hours may be needed and can be flexed

You Belong LLC is an equal opportunity employer – We celebrate diversity and inclusion; encourage and welcome everyone!

30-60-90 Day Goals

Compliance Officer\Administrative Support

30 Day Goals

· Train with Chief Executive Officer

· Complete CPR and First Aid Training

· DODD 8-hour course work

· Learn and Master the process of incoming authorization processing

60 Day Goals

· Learn and master billing process to support agency

· Learn and master all case documentation requirements with CEO

· Establish a rapport with the team to ensure smooth communication

· Learn and Master the Billing processing and reconciliation

90 Day Goals

· Have established case review process and schedule for reviewing teams work and case service documentation

· Successfully demonstrate skills in billing and reviewing cases

· Have completed training to support staff as needed in the field

· Successfully process incoming authorizations and invoices

Pay: $16.00 - $22.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person