Administrative Support Staff

Child & Family Services, Inc.; New Bedford (MA); On-site; USD 36,000 - 48,000; Full time

Job summary

Child & Family Services, Inc. is seeking an Administrative Support professional to join a multi-disciplinary team, providing quality service and maintaining a safe environment for clients. This full-time role supports the Community Behavioral Health Center and front desk operations.

Schedule: Mon 8a-4:30p, Tue 11:30a-8p, Wed 11:30a-8p, Thu 8a-4:30p, Fri 8a-4:30p. A language differential of $1 per hour applies for eligible languages including Portuguese, Spanish, Haitian Creole, Cape Verdean

Responsibilities

• Provide accurate information regarding agency policy, procedures, and service options when inquiries are made by potential new clients and community resources and services providers.
• Act as the immediate liaison between all clients, clinic visitors and agency staff
• Possess excellent customer service and interpersonal skills
• Assist in connecting visitors with Open Access services, when requested
• Maintain accurate information on all clients in the agency electronic health records including demographics, history of service and insurance data, in addition to service status.
• Assist clients with accessing transportation
• Maintain a positive working relationship with agency staff, supervisors, and community contacts
• Collect co-payment from clients as well as outstanding accounts for all
• Schedule client appointments and notify/document cancellations
• Maintain agency records within procedural requirements
• Maintain current knowledge related to rules and regulations governing confidentiality of medical records including but not limited to HIPAA
• Process release of records with special attention to HIPAA confidentiality rules
• Answer incoming calls and route caller to appropriate staff
• Maintain and update information at front desk, including waiting room Information and notices, as needed
• Be knowledgeable of new programs (or changes in existing programs), activities, and groups
• Maintain mailboxes and process incoming/outgoing mail and faxes, including notifying appropriate staff of incoming deliveries and ensuring outgoing mail has appropriate postage
• Provide general agency correspondence as needed
• Provide translation (if bilingual) between clients and staff when needed
• Maintain program databases
• Provide administrative support to office manager and program staff
• Maintain regular and timely attendance
• Adhere to the agency’s policy regarding confidentiality
• Maintain a positive attitude and promote a positive work environment
• Adhere to all policies set forth in the Employee Manual
• Have a commitment to the agency’s philosophy and the ability to translate this to others
• Utilize a trauma informed approach when communicating with clients
• Other office duties as deemed necessar

Job description

Summary

Administrative Support professional works as a member of a multi-disciplinary team to provide quality service and maintenance of a safe environment for all clients. The Administrative Support Staff is responsible for assisting clients manage their services with the Community Behavioral Health Center. This position is full-time, 40 hours per week.

SCHEDULE: Mon: 8a-4:30p, Tue: 11:30a-8p, Wed: 11:30a-8p, Thu: 8a-4:30p, Fri: 8a-4:30p

$1 per hour Language Differential! (eligible languages include: Cape Verdean Creole, Haitian Creole, Portuguese, Spanish or ASL)

Child and Family Services recognizes the power in Diversity and believes that Equity is a Human Right.

Child & Family Services carefully considers a wide range of factors when determining compensation including, but not limited to, prior experience, education, certification(s), license(s), skills and expertise, location, internal equity and other factors that are job related and consistent with business need. Our goal is to support, reward and compensate the entire individual. Depending on role eligibility, your offer may include a bonus or other incentives. Therefore, final offer amounts may vary from the amount stated.

Job Responsibilities & Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Provide accurate information regarding agency policy, procedures, and service options when inquiries are made by potential new clients and community resources and services providers.
• Act as the immediate liaison between all clients, clinic visitors and agency staff
• Possess excellent customer service and interpersonal skills
• Assist in connecting visitors with Open Access services, when requested
• Maintain accurate information on all clients in the agency in the agency electronic health records including demographics, history of service and insurance data, in addition to service status.
• Assist clients with accessing transportation
• Maintain a positive working relationship with agency staff, supervisors, and community contacts
• Collect co-payment from clients as well as outstanding accounts for all
• Schedule client appointments and notify/document cancellations
• Maintain agency records within procedural requirements
• Maintain current knowledge related to rules and regulations governing confidentiality of medical records including but not limited to HIPAA
• Process release of records with special attention to HIPAA confidentiality rules
• Answer incoming calls and route caller to appropriate staff
• Maintain and update information at front desk, including waiting room Information and notices, as needed
• Be knowledgeable of new programs (or changes in existing programs), activities, and groups
• Maintain mailboxes and process incoming/outgoing mail and faxes, including notifying appropriate staff of incoming deliveries and ensuring outgoing mail has appropriate postage
• Provide general agency correspondence as needed
• Provide translation (if bilingual) between clients and staff when needed
• Maintain program databases
• Provide administrative support to office manager and program staff
• Maintain regular and timely attendance
• Adhere to the agency’s policy regarding confidentiality
• Maintain a positive attitude and promote a positive work environment
• Adhere to all policies set forth in the Employee Manual
• Have a commitment to the agency’s philosophy and the ability to translate this to others
• Utilize a trauma informed approach when communicating with clients
• Other office duties as deemed necessar

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.