Administrative Assistant

Division: Medical Services
Department: IPU/Access
Supervised By: IPU/Access Director
FLSA Status: Non-exempt/Regular/Full-time
Effective Date: February 2010

The Administrative Assistant supervises the IPU Program Assistants and their functions. This position manages all Profiler functions for IPU and Access, analyzes Profiler reports and reconciles information from clinicians, business office and IPU/Access Director and compare to reports. In addition, the Administrative Assistant tracks business office write-offs and corrects omissions and errors in billing.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Helps to maintain efficient organization of all IPU clerical procedures.
• Assists with compiling data, completing forms, making arithmetic calculations and carrying out other tasks related to budgeting and census and quality improvement
• Takes minutes of various meetings and prepare in final format
• Maintains administrative files and records
• Maintains knowledge of center-wide regulations regarding quality clinical care and assist supervisor whenever and whatever way possible to meet these standards
• Familiar with all divisions and department functions of the Center and relevant external agencies in order to be able to interact and assist supervisor and to perform duties assigned efficiently and professionally
• Assures adequate coverage for IPU Program Assistants.
• Represents the agency with the public, potential clients, referral sources, and active clients in a professional, ethical manner reflecting a positive attitude and willingness to assist
• Maintains inventory of all Inpatient Unit supplies
• Ensures payors are set up correctly in Profiler
• Maintains accuracy and efficiency of all aspects of Profiler related to IPU
• Other duties as assigned by supervisor
  

• The duties and responsibilities of this job require possession of a degree in business. OR
• High school diploma or equivalent with 3-5 years of comparable business experience
• Knowledge and/or skills in business English, basic arithmetic, typing, filing and record maintenance, reception, operation of routine office equipment, interpersonal relationships and time management
• Skills in gathering, analyzing and interpreting data
• Excellent organizational skills with flexibility and ability to manage a high level of extremely varied tasks
• Computer skills in Microsoft Office (Word, Excel, Access) and ability to learn Hamilton Center’s computer system and procedures
• Skills in the following helpful: Shortcut and invoicing procedures
• Willingness to travel and use personal transportation in work capacity

• Valid Driver’s license in accordance with MVL policy
• Maintain current Crisis Prevention Intervention (CPI) certification
• Maintain current American Red Cross CPR/1st Aid certification
  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical mobility required with standing, sitting, walking, lifting, bending, and reaching high places to complete tasks.

• Work is normally performed in a comfortable physical environment under pressure of completing tasks, time demands, and frequent interruptions.
  

• Completion of tuberculin screening no later than three days prior to first day of employment and annually thereafter.
• Completion of a pre-employment drug screening and completion of post-employment drug or alcohol tests upon reasonable suspicion of use.
• Completion of Center-wide orientation and ALL required paperwork prior to reporting for work
• Demonstrated computer literacy through successful completion of pre-employment testing may be required.
• Completion of HCI Commitment to Quality training
• Attendance at all mandatory staff development and training
• Successful completion of a six month on the job orientation period
• Participation in payroll electronic deposit
• Adherence to Compliance Program Plan
• Satisfactory reference and background investigation checks.

Job descriptions are not intended, and should not be construed, to be exhaustive lists of all responsibilities, skills, efforts or working conditions associated with a job. They are meant to be accurate reflections of the principal job elements essential for making fair pay decisions about jobs.

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