ADMINISTRATIVE ASST

MountainOne; Pittsfield (MA); On-site; USD 35,000 - 50,000; Full time

Job summary

MountainOne in Pittsfield is seeking an Administrative Assistant to provide essential support for general administrative functions. The role involves effective communication with patients and staff, data entry, handling phone calls, and maintaining confidentiality.

Qualified candidates will have at least two years of experience and possess a high school diploma. Skills in accounts payable, organization, and knowledge of medical terminology are preferred. This position includes varied working conditions and may require working beyond normal hours.

Qualifications

• Minimum of two years of experience as an Administrative Assistant.
• Experience in accounts payable is required.
• Strong written and oral communication skills.

Responsibilities

• Communicate effectively with patients and staff.
• Answer incoming calls and forward to the appropriate staff.
• Assist in maintaining patient confidentiality.

Skills

Communication skills

Organizational skills

Computer skills

Ability to handle multiple tasks

Knowledge of medical terminology

Education

High school diploma or equivalent

Business college education (1-2 years preferred)

Job description

The Administrative Assistant is a skilled member of the support services staff. Each Administrative Assistant will be assigned primary responsibilities and will be expected to provide support for general administrative job functions.

Essential Job Functions

• Communicate effectively with patients, families, caregivers and staff either face-to-face or by telephone.
• Answer incoming calls and forward or refer to appropriate staff member or take a message if person is unavailable. Triage patient/family telephone calls to clinical staff.
• Maintain confidentiality of all patient information.
• Complete routine reports and new assignments in an accurate and timely manner.
• Assist in taking referrals and communicating with the Referral and Admissions Team.
• Assist in entering data into the appropriate tracking systems.
• Assist in the process of putting together medical records or other packets.
• Assist in filing open and closed medical records as needed.
• Assist in stocking incoming office supplies and medical supplies as needed.
• Assist in sending, receiving and monitoring faxes for all staff.
• Provide back-up or assistance to other administrative staff when needed.
• Responsible for tracking patient certifications and monitoring RN recertification assessments.
• Responsible for assisting Admissions Office with referrals.
• Assist in admission, transfer, death and discharge communication.
• Track and order printed materials.
• Assist with survey process and data upload.
• Assist in preparing patient documentation as needed.
• Assist with verification & documentation of patient insurance information.
• Assist in archiving records as needed.
• Assist with processing payroll as needed.
• Enter invoices from supply delivery vendors in Allscripts.
• Other duties as assigned.

Qualifications

• Minimum of two (2) years of experience as an Administrative Assistant.
• Experience in accounts payable.
• High school diploma or equivalent required.
• One (1) or two (2) years of business college preferred.
• Demonstrates good written and oral communication skills and public relations skills.
• Understands medical terminology.
• Strong computer skills.
• Ability to work with office technology, such as copier, printer, fax, scanner, telephone. Must be able to handle multiple tasks and meet deadlines and possess excellent organizational skills.
• Ability to represent and articulate the BHCS mission, vision and strategies in developing, implementing and coordinating the HR department.

Working Conditions

Works in office areas as well as throughout the facility. Moves intermittently during working hours. Is subject to frequent interruptions. Works beyond normal working hours, weekends and holidays and on other shifts/positions as necessary. Is subject to call-back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.). Attends and participates in continuing educational programs. Is subject to injury from falls, burns from equipment, odors, etc., throughout the day, as well as to reactions from dust, disinfectants, tobacco smoke, and other air contaminants. Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS and Hepatitis B viruses. Communicates with nursing personnel, and other department personnel. Is subject to hostile and emotionally upset residents, family members, personnel, visitors, etc. Is involved with residents, family members, personnel, visitors, government agencies and personnel, etc., under all conditions and circumstances. May be subject to the handling of and exposure to hazardous chemicals. Physical and sensory requirements: While performing the duties of this job, the employee is constantly required to communicate and listen. This position requires standing, walking, twisting and bending.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.