Job Description

Administrative Assistant

Wellspring’s Women’s House is seeking a full-time Administrative Assistant to help keep our residential program organized, responsive, and running smoothly. This role is a great fit for someone who is detail-oriented, dependable, and comfortable balancing administrative responsibilities with regular interaction with clients, staff, and community partners. If you want work where strong administrative skills directly support women in recovery, we’d like to hear from you.

SUPERVISED BY: Program Director

HOURS: Full Time at 40 hours per week

BASIC PURPOSE: To provide administrative and support services to client programs

QUALIFICATIONS:

1. Experienced in administrative skills with a knowledge of word processing, preferably, Microsoft Word for Windows; proficiency in spelling, punctuation and grammar.
2. Good organizational and detail skills.
3. High school diploma required, Associates or Bachelors degree preferred.
4. Excellent telephone skills and manners.
5. Ability to relate maturely and professionally with people in recovery.
6. Ability to protect client confidentiality in all aspects of work.
7. A valid driver’s license and use of a car is necessary.

KEY RESULT AREAS:

• Interacts with clients, other staff and the public in a polite, respectful manner.
• Management of agency’s office system to provide necessary support for clinical and administrative staff including maintenance of client case record and recording systems.
• Completes third party billings (MaineCare, VA, DHHS). Verifies MaineCare status and continued eligibility on a monthly basis; assures clients respond to requests for updated information.
• Facilitates completion of MaineCare and Food Stamp applications.
• Maintains statistics for reimbursement from funding agencies.
• Maintains telecommunication system.
• Maintains accounts receivable system.
• Maintains, orders and controls office supply inventory as needed.
• Transports clients as needed in agency vehicle.

EXAMPLES OF DUTIES: [May not include all of the duties assigned]

Acts as a receptionist, answering and processing telephone calls for program in a courteous and professional manner.

Uses and maintains in good working order office equipment, including, but not limited to: computer, photocopier, and telephone equipment.

Types, files and photocopies as required by the administrative and clinical staff.

Audits charts on a monthly basis and as needed.

Maintains supply of all necessary forms; destroys outdated forms.

Collects and distributes agency mail between programs as requested.

Schedules screening appointments and client appointments for psychiatric consultant and program director.

Prepares and submits all third party payer applications and invoices.

Prepares client invoices for pharmacy and room & board charges. Collects client fees and expense reimbursements.

Collects taxi vouchers, reconciles pharmacy bill, petty cash and sends to bookkeeper for payment.

Processes SNAP applications in a timely manner. Acts as the authorized representative of the agency with the SNAP office of the Department of Human Services, as assigned.

Maintains data collection, waiting lists and statistics as required.

Travels between program sites, training, miscellaneous errands, and other meetings as required.

Acts as secretarial back up to other programs, as requested.

Maintains confidentiality of all client related information.

Performs other duties as required by the Program Director.

This job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee.

The classification of this position is considered non-exempt from the pay provisions of the Fair Labor and Standards Act.