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Administrative Assistant  

Category Adult Mental Health Services  

Position Summary:

The Administrative Assistant functions primarily as an administrative and clerical assistant 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.

Essential Job Functions:

  1. Responds to calls, walk-ins, and electronic/written inquiries promptly and courteously and/or channels them appropriately, and takes accurate messages.
  2. Completes duties including word processing, utilizing databases, filing, completing reports, copying, collating and distributing, by specified deadlines.
  3. Drafts, prepares, proofs and coordinates various correspondences including, but not limited to, mailings, purchase orders, etc.
  4. Assists with the reporting systems according to ESUCP, Mental Health and Medicaid requirements.
  5. Assists in coordinating, preparing and processing referrals and personnel applications.
  6. Schedules maintenance of office equipment and orders office supplies.
  7. Coordinates the billing activities with Headquarters to facilitate timely, accurate claims submission.
  8. 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.
  9. Assists in conducting new employee orientations.
  10. Compiles and distributes employment applications
  11. Coordinates referrals for services by completing referral documents and processing information by directing the information to all pertinent staff.
  12. Schedules appointments for Physicians, OPT, Nurse, and groups
    1. Checks for Active status with ESUCP NC & VA services and third party payer sources, which includes but is not limited to:
      1. Authorization status (Medicaid and/or IPRS)
      2. Insurance (Private insurance, Medicaid, Medicare, IPRS, self-pay)
      3. Requests assistance from local specialists when information is not readily apparent or the task(s) are outside of the scope of practice or training.
      4. Checks outstanding balance for each individual
      5. 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.
    2. Reschedules appointments as needed
    3. Reviews doctor schedules daily to ensure appropriate number of individuals are scheduled per hour
    4. Calls individuals two days ahead of time to remind people of appointments.
    5. Requests accurate contact information of every individual who attends appointments.
    6. For all Medication Management groups, ensures schedule of 6 to 9 people to see the doctor per group.
  13. Faxes prescriptions to pharmacies
  14. Fills the copiers/printers with paper
  15. Accepts pharmacy medications that are delivered, signs for the delivery, and provides to physician, nurse, or individuals per service provider
  16. Maintains order and aesthetics within the front desk area:
    1. Organizes documents and supplies
    2. Ensures no information in the front desk area violates HIPPA guidelines
    3. Accepts mail delivery from various organizations
    4. Sorts mail according to staff person and places in appropriate internal mailbox daily
  17. Follows all ESUCP procedures as appropriate to position
Position Requirements

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.
Full-Time/Part-Time Full-Time and/or Part-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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