ADMINISTRATIVE ASSISTANT II

GENERAL STATEMENT OF JOB

Under general supervision, provides clerical and administrative support to a Grafton senior manager or administrator and/or department. Duties include preparing a variety of documents, correspondence and program reports which may require researching and gathering information for inclusion in prepared material. Maintains records, databases and program files; maintains assigned manager(s) calendar and schedules meetings according to priority and availability; and maintains contact with other departments and outside agencies or organizations for the purpose of obtaining and providing information. Reports to a supervisor, manager or administrator.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

• Prepares letters and correspondence from drafts, notes and/or information from other documents. May take initiative to develop and prepare responses to routine or frequent inquiries as appropriate.
• Schedules appointments for supervisor with internal staff as well as external agencies and organizations. Maintains calendar of supervisor’s time and meetings and works to resolve scheduling conflicts as they arise.
• Prepares program related forms, records, reports and other documents which may involve obtaining information from program databases and other forms, documents and references.
• Enter, update and maintains data base information for program and department files and records. Generates reports from same.
• Maintains budget and financial information for department or assigned programs.
• Maintains manuals and copies of regulations.
• Attends and takes minutes at various Grafton and program related meetings. Prepares and distributes meeting minutes.
• Maintains program files, department files and records ensuring that all necessary documentation is retained, identifies missing documents that should be part of files or records, purges unnecessary or dated information.
• Open, review and prioritizes incoming mail then distributes to appropriate staff or manager.
• Answer incoming telephone calls, obtains nature of the call and transfers the call to the appropriate staff member. Take phone messages for staff out of office. Answers caller questions as appropriate.
• Greet visitors and directs them to appropriate staff or building. Notifies staff of incoming visitors.
• Order office supplies.

Performs other duties as assigned

ADDITIONAL JOB FUNCTIONS

If assigned Health Information Management Responsibilities: Assures and maintains integrity of clients’ records through periodic review of records, accurate record entries, adherence to agency, state, and federal record requirements (including HIPAA regulations regarding confidentiality and privacy) in the handling, access, release of records

Key responsibilities:

• Establishes and maintains clients’ records containing hard copy documents, in accordance with organizational standards;
• Scans and uploads documents into clients’ electronic records accurately and in a timely manner;
• Files hard copy documents into clients’ records in a timely manner, in accordance with organizational standard for maintenance and retention;
• Identifies documents missing from clients’ records and seeks to secure and file/upload them;
• At the time of discharge, prepares a client’s record for long-term and permanent storage, in accordance with organizational and legal requirements; maintains content and tracking of discharged clients’ records;
• Assesses and assures requests for information and documentation meet requirements for permitted release; responds to valid requests in a timely manner; processes releases in accordance with established process; informs applicable members of a client’s team of requests;
• As part of release process, routinely prints standard documents for mailing in accordance with applicable regulations and contract agreements, such as monthly print of treatment plans;
• Runs, prints, and distributes, as needed, defined reports through the electronic client record system.
• Provides responsive and positive customer service to guardians, clients, involved external agencies, Grafton management and other Grafton employees.
• Serves as resource to others on matters such as protections of personal health information, releases of information, restrictions/allowances of access to records, structure of electronic health record, and standards for documentation.

MINIMUM TRAINING AND EXPERIENCE

Graduation from high school (or GED) and 3 - 5 years of experience performing progressively responsible clerical and administrative work; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Basic to Intermediate level of Excel and Word Skills.

EMPLOYEE BENEFITS

• 401(k), including an employer match
• Education Assistance
• Employee Assistance Program (EAP)
• As Grafton is a 501(c)(3) non-profit, you may be eligible for federal student loan forgiveness

Grafton is an equal employment opportunity employer and tobacco-free workplace.

#PROFGrafton

Education

• High School or better
• GED or better

Licenses & Certifications

• Driver's License