Job Details

Job Title: 90-Day Administrative Assistant

Job Category: Temporary Non-Exempt

Reports to: Job Development (JD) Manager

Position Type: 90-day Employment Term

Overview:

The Administrative Assistant serves as a key point of support within the organization, ensuring the efficient day-to-day operation of office functions and providing administrative assistance to the JD Manager and job development team. This role involves managing a variety of clerical and organizational tasks, including making engagement calls, reviewing documentation for errors, and cleanup of clinical charts.

Essential Duties and Responsibilities:

1. Assists JD Manager with the cleanup of client charts on the company Electronic Medical Records (EMR) system 'Kipu' which includes reviewing documentation for errors and missing documents.
2. Assists JD Manager with the creation of any missing, inconsistent, or incorrect documentation within the client charts which could include but is not limited to required reports, clinical documentation, and chart uploads.
3. Completes client engagement calls as assigned by the JD Manager.
4. Maintain accurate records of any client interactions if appropriate, ensuring compliance with program standards and reporting requirements.
5. Communicates needs for company-provided resources to the JD Manager.
6. Accurately records hours in the designated payroll system (iSolved) and promptly reports any tardiness or PTO needs to the JD manager.
7. Performs other duties as assigned.

Responsibilities Common to all Agency Employees:

1. Maintains confidentiality and trust with all employees, customers, participants, and trainees in compliance with HIPAA and organizational policies.
2. Maintains culturally sensitive and trauma-informed interactions with employees, participants, and visitors, and pursues ongoing learning to strengthen cultural competence.
3. Strives for mutually beneficial solutions, values interdependence, and upholds a shared responsibility for the success of the organization as a whole.
4. Represents the agency in a positive and professional manner, demonstrating respect and professionalism in personal appearance and contributing to a clean, orderly, and welcoming facility environment.
5. Demonstrates respect, courtesy and dignity for all.
6. Demonstrates ethical conduct consistent with the National Association of Social Workers (NASW) Code of Ethics.
7. Responds in a timely manner in all aspects of communication.
8. Maintains a safe and clean working environment for self, employees, and visitors in compliance with OSHA regulations and other applicable safety standards relevant to the position's duties.
9. Advocates for client needs and demonstrates adaptability and flexibility to support the health and success of the team, participants, and the agency by initiating improvements, solving problems creatively, and showing motivation for positive change and organizational growth.
10. Completes all required agency training to maintain credentials and continuously enhance professional skills and knowledge.
11. Ensures consistent compliance with all DKA policies and procedures, seeking guidance from the appropriate supervisor when questions or concerns arise.
12. Reports any serious or problematic incidents within 24 hours and seeks supervision for situations outside job scope or expertise.
13. Maintains strict confidentiality of client and customer records in accordance with HIPAA, DRM, and Federal Copyright regulations.
14. Adheres to assigned schedules and demonstrates punctuality, promptly communicating any scheduling conflicts, changes, or unforeseen absences to the appropriate supervisor.
15. Assists in other areas as needed, supporting colleagues and agency operations by stepping in during absences, contributing to new projects, or performing tasks outside of regular responsibilities.

Required Skills and Abilities:

1. Ability to complete accurate, comprehensive, and timely documentation.
2. Capacity to act responsibly and appropriately in emergency situations.
3. Excellent verbal and written communication skills.
4. Strong organizational, time-management, and attention-to-detail abilities.
5. Ability to work independently while maintaining effective collaboration within a team environment.
6. Adaptability and flexibility in responding to evolving client needs and organizational priorities.
7. Proficiency with navigating computer applications.

Required Education and Experience:

1. High School Diploma or GED

Regulatory and Credentialing Requirements:

1. May be able to obtain fingerprint clearance within 90 days of hire.
2. Must be able to pass a background check and pre-employment drug screening.
3. Current CPR and First Aid certification or may be required to obtain upon hire.
4. May be required to complete assigned training upon hire.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.