SUBSTANCE USE ADMINISTRATIVE ASSITANT-ESSEX

Job Summary

Employee serves as the Office Manager for the Substance Use team. Employee performs complex administrative work to assist the entire SUD program. Work is performed in an office environment. Requires the use of office equipment such as telephones, copier, fax, computer and various computer software programs. Employee must exercise tact and courtesy in contact with staff, clients, families, public, and service providers. Employee reports to the SUD Team Leader.

Job Responsibilities

• Provides administrative support to the entire SUD Team, with intensive support to the Team Leader and Department Director
• Schedules appointments for SUD staff related to Grant tracking survey; checks consumers in and out; uses strong interpersonal skills and sound judgment to manage waiting room area; alerts security and/or activates paging system when necessary to maintain a safe environment.
• Utilizes a multi-line phone system to answer incoming SUD calls in a prompt, helpful, and professional manner; appropriately directs calls and uses paging system to meet urgent needs; develops knowledge of consumers in order to best meet their needs and route their calls.
• Maintains consumer records and follows established guidelines for: filing and retrieving documents, transferring medical records within MPNNBH, thinning/archiving records, replacing records jackets, ensuring current documents are stocked and available for staff utilization, and protecting the confidentiality/security of consumer records.
• Collaborates with staff to develop letters following the outcome of staffing for treatment start notifications, suspensions, and reach out letters.
• Assists staff in problem solving issues with office equipment, including computers, software, printers, etc.
• Distributes program, courier, and US mail, bulletins, memos, and notices in a timely fashion.
• Reviews Grant expenditures for accuracy and conformance with established guidelines/standards (a high degree of accuracy and attention to detail is required); researches concern and reports discrepancies to supervisor.
• Assists with maintaining resource information, updating Consumer List, and keeping information current and available to staff in the SUD shared folder.
• Serves as the program’s liaison by partnering with other departments and outside vendors to (a) provide program-related information/reports, (b) keep equipment functional and available, and (c) resolve issues that may impact program performance, e.g. city vehicles, maintenance, cell phones, vendor tax documentation, etc. Also, collaborate with consumer payees regarding mailing arrangements for transient consumers.
• Undertakes responsibility for special projects and assists with organizing team events.
• Organizes, maintains, and adjusts complex file system in order to provide ready access to information and to produce unscheduled reports when needed.

• Completion of purchase requisitions for SUD Departments
• Enter, track, and adjust authorizations as needed
• Track clients by grant to include demographic information (sex, DOC, county of residence, etc.) for state report purposes.
• Keep running tab of total funds in grants to insure funds are not overspent.
• Schedule GPRA surveys, track GPRA follow up dates, while keeping clinicians updated of need
• Completion of 4 quarterly and one annual survey reports for Virginia SOR
• Ensure appropriateness of funding by ensuring clients selected meet grant criteria for funding.
• Participation in education of partner agencies and referrals regarding grant availability and the referral process as well as treatment updates as appropriate.
• Assist with various projects such as updating intranet forms, Same Day Access info
• Follow up to ensure completion of Credible tasks by Clinical Departments as requested by DIT.
• Coordination of training events including location of venue, arrangement of A/V equip and support, food, set up, preparation of CEUs and certificates of attendance.
• Assist with appointments/calendar
• Works with minimal supervision and performs related work as required in busy work environment.
• Maintains adherence to MPNNBH commitment to diversity, cultural competency and inclusivity by 1) ensuring positive and effective interaction with others who may possess diverse ethnic backgrounds, religious views, cultural backgrounds, life-styles and sexual orientations and for treating each individual with respect and dignity, 2) embracing diversity of culture exhibiting a non-judgmental acceptance of others: encouraging individuals to share gifts and strengths that come from human diversity, and 3) recognizing and finding appropriate ways to call attention to injustices about any practice within the agency that is dehumanizing, demoralizing or degrading to individuals.
• Completes other duties as assigned to support Substance Use Department services.
• Other Duties, as assigned

Job Requirements

Essential

• Must pass all required Background Checks.

• Must possess a valid Virginia Driver's License with reliable transportation and driving record acceptable to agency insurance carrier.

• Must obtain a TB test with satisfactory results within 30 days of employment, and yearly thereafter as required by licensing authority.

Education and Experience

Graduation from high school or equivalent (GED) or supplemented by courses in business administration or related field and at least three years of experience in office administration.

Benefits include:

• Competitive salary
• Comprehensive benefits package including health, dental, and vision insurance (TLC Anthem BCBS)
• Generous paid time off and holiday pay (12+ paid holidays, PTO accrued monthly)
• Professional development opportunities
• Retirement plan through Virginia Retirement System (VRS)
• Work site qualified under NHSC, click the link to check eligibility for loan forgiveness http://www.nhsc.hrsa.gov/

The agency of MPNN Behavioral Health maintains a drug free workplace.

Benefits listed are for full time qualifying employees. EOE