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Administrative Assistant 

Category Adult Mental Health Services  

Position Summary:

The Administrative Assistant functions primarily as administrative and clerical assistance to the assigned department. Should administrative duties be divided among other staff members, the Administrative Assistant is responsible for overseeing all administrative tasks. This position is responsible for the coordination of clerical duties and administering program activities. The Administrative Assistant will primarily be responsible for working the front desk and ensuring the responsibilities and tasks of the front desk are completed; this staff person may need to coordinate with other staff to complete the duties periodically. This is the first point of contact for individuals attending appointments or arriving at the location to address needs.


  • Monday - Friday 8:30am - 5:00pm

Essential Job Functions:

Responds to calls, walk-ins, and electronic/written inquiries promptly and courteously and/or channels them appropriately, and takes accurate messages.

Completes duties including word processing, utilizing databases, filing, completing reports, copying, collating and distributing, by specified deadlines.

Drafts prepare, proofs and , coordinates various correspondences including, but not limited to, mailings, purchase orders, etc.

Assists with the reporting systems according to ESUCP, Mental Health, and Medicaid requirements.

Assists in coordinating, preparing and processing referrals and personnel applications.

Schedules maintenance of office equipment and orders office supplies.

Coordinates the billing activities with Headquarters to facilitate timely, accurate claims submission.

Participates in Human Resources activities, in conjunction with the Headquarters office, particularly as it relates to applicants. Responsibilities include facilitating the application, reference checks, assisting with related correspondence.

Assists in conducting new employee orientations.

Compiles and distributes employment applications

Coordinates referrals for services by completing referral documents and processing information by directing the information to all pertinent staff.

Schedules appointments for Physicians, OPT, Nurse, and groupsChecks for Active status with ESUCP NC & VA services and third-party payer sources, which includes but is not limited to:

Authorization status (Medicaid and/or IPRS) Insurance (Private insurance, Medicaid, Medicare, IPRS, self-pay)

Requests assistance from local specialists when information is not readily apparent or the task(s) are outside of the scope of practice or training.

Checks outstanding balance for each individual

Communicates all pertinent information to individuals receiving services regarding appointments, insurance, authorization, or any other information necessary for the individual to manage their care and services.

Reschedules appointments as needed

Reviews doctor schedules daily to ensure the appropriate number of individuals are scheduled per hour

Calls individuals two days ahead of time to remind people of appointments.

Requests accurate contact information of every individual who attends appointments.

For all Medication Management groups, ensures schedule of 6 to 9 people to see the doctor per group.

Faxes prescriptions to pharmacies

Fills the copiers/printers with paper

Accepts pharmacy medications that are delivered, signs for the delivery, and provides to physician, nurse, or individuals per service provider

Maintains order and aesthetics within the front desk area:

Organizes documents and supplies

Ensures no information in the front desk area violates HIPPA guidelines

Accepts mail delivery from various organizations

Sorts mail according to a staff person and place inappropriate internal mailbox daily

Follows all ESUCP procedures as appropriate to the position

Minimum Qualifications:

  • Certified Nursing Assistant (CNA)
  • HS diploma/GED/equivalency, with 2-3 years related experience.
  • Possesses excellent oral and written communication skills, including clarity and articulation of thoughts, appropriate grammar, style, form and punctuation.
  • Bi-lingual skills in Spanish is prefered
Position Requirements

Minimum Qualifications:

  • High School diploma or equivalent from an accredited institution.
  • Valid unrestricted, state appropriate driver’s license and proof of current vehicle insurance.
  • Excellent written and oral communication skills.
  • Self-starter with a positive, outgoing personality.
  • Strong computer knowledge, database management experience.
  • Experience in Microsoft Word, Excel, PowerPoint, Access, and intermediate to advanced typing skills.
  • Excellent organizational skills and attention to detail.
  • Ability to multi-task and work well under pressure.
  • Ability and desire to be a team player.

Full-Time/Part-Time Full-Time  
Shift Days  
Position Administrative Assistant  
Division Clinical  
Exempt/Non-Exempt Non-Exempt  
Location Clinical Raleigh  
About the Organization Easterseals UCP has been part of the fabric of North Carolina and Virginia for 75 years. We started in counties all over NC and VA filling gaps and addressing the needs of children and adults with disabilities. Our legacy organizations Easterseals NC, United Cerebral Palsy NC, and Easterseals Virginia joined forces as Easterseals UCP to intentionally work side-by-side with more than 20,000 individuals and their families, providing the broad network of services and support they need to achieve better days. Today we are affiliated with both Easterseals, Inc. and United Cerebral Palsy Inc.

Our mission is to create opportunities, promote individual choice, and change the lives of children and adults with disabilities by maximizing their individual potential to live, learn, work and play in their communities.
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.  
SuperVFlg None Specified 

HoursPerWk None Specified 

This position is currently not accepting applications.

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