Administrative Coordinator- SUD

Richmond Behavioral Health has an exciting new opportunity for a highly skilled and professionial Administrative Coordinator to join our Substance Use Division . The selected individual will performs intermediate skilled administrative support work providing a high level of administrative support to a division, planning, monitoring and coordinating various programs, activities and staff, maintaining records and files, preparing reports, maintaining accurate and timely data entry of client information into the electronic system, and related work as apparent or assigned. Work is performed under the limited supervision of the assigned supervisor. This position reports to the Chief Operating Officer for the Planning, Development, Research, Evaluation & Substance Use Disorder Services Division.

Essential Functions

Answers telephone; responds to e-mail and other electronic communication outreaches to the division; provides administrative support to an assigned division within the Authority.

Ensures accuracy and validity of information to comply with statutory obligations.

Maintains electronic and computer-based information management systems.

Creates and compiles expenditure spreadsheets from invoices; verifies accuracy of invoices; reviews and submits reimbursement and refund requests.

Reconciles RBHA SUDS Corporate Credit Card-Bank of America monthly.

Coordinates repair and maintenance of office equipment.

Maintain FMX Maintenance Requests for SUDS - 2nd floor.

Collects and compiles statistical data to prepare monthly reports.

Updates clients’ files, database records and various tracking documents as needed.

Prepares timesheets for assigned personnel; collects leave documentation; forwards electronic timesheets to appropriate personnel.

Maintains an inventory of office supplies; orders supplies as needed.

Prepares and submits reports for management as required ensuring compliance of all State and Federal regulations.

Prepares monthly meeting minutes of staff meetings and other meetings as required.

Ensures appropriate forms are used by staff; maintains all manuals held by staff and supervisory levels; prepares and updates forms; maintains original packets for intake, assessment and annual reviews.

Prepares and verifies biweekly payroll forms for Manager’s submission to Finance.

Creates marketing items for client referral as needed including greeting cards, presentation board for events, etc.

Maintains staff contact list including staff listings, email address book and website.

Collects employees’ and consumers’ suggestions; generates monthly reports for Directors.

Provides training for other administrative staff on various software packages; troubleshoots hardware, software and office equipment issues within assigned division.

Organizes, reconciles and distributes multiple daily schedules; schedules and reschedules appointments for clients as required.

Files and scans various documents.

Assists with special events.

Maintain and check First Aid Kits (2) and order supplies when needed.

Performs special projects as assigned.