Administrative Assistant (ACT Team) Assertive Community Treatment

Position: ACT Team Administrative Assistant
Status: Non-Exempt
Department: Integrated Services
Salary Range: $18.65 – 24.09
Supervisor: ACT Team Leader
Date: revised 8/20/18

Description:   Under direction of the ACT Team Leader, the ACT Team Administrative Assistant is responsible for coordinating and completing a wide range of non-clinical operational processes that support the effective, efficient operation of the team and delivery of well-coordinated, high-fidelity ACT services.

50 % Administrative tasks including record management, Carelogic, accounting for program and service recipient expenditures
20 % Clinical and administrative record keeping and reporting
20 % Receptionist tasks
10% Other duties as assigned.

JAMHI Employee Expectations:

Attendance/Punctuality

  • Demonstrates reliable work attendance.
  • Consistently arrives, ready to work, at appointed time.
  • Consistently complies with break and meal schedules.
  • Consistently notifies supervisor of work absences within the appropriate time frames.

Confidentiality/Ethics

  • Protects client privacy when performing duties.
  • Demonstrates knowledge of Client’s Rights/Responsibilities.
  • Adheres to JAMHI’s Code of Ethics and Conflict of Interest.
  • Comply with all JAMHI P&Ps and operational guidelines and local, state, and federal rules and regulations.

Employee Relations/Appearance

  • Participates in identification of problems at JAMHI and contributes to group problem solving.
  • Utilizes appropriate channels of communication for conflict resolution.
  • Promotes harmonious relationships and favorable attitudes among work team.
  • Gives and accepts feedback in a constructive manner.
  • Wears appropriate, clean attire and maintains good personal hygiene.

Safety

  • Knows location and use of emergency equipment (fire alarms, extinguishers, etc.)
  • Knows Emergency procedures, including proper response protocol.
  • Identifies and reports any unsafe conditions in a timely manner.

Continuing Education

  • Responds positively when learning needs are identified.
  • Attends mandatory in-service programs.

JAMHI Pledge of Quality:

Commitment: In order to continuously improve in everything we do, we welcome, accept and act upon constructive feedback from any source.

Dedication:  In order to fulfill our dedication to helping others, we work together and support each other – always.

Integrity:  We keep the promises we make. We do not promise what we cannot do.

Accountability: We hold ourselves and each other accountable and responsible for our actions. WE do not look the other way. Measurements and time frames guide our progress.

Responsibility:  We ALL accept responsibility to make a difference in meeting the needs of our co-workers, the customer and the community. We are ALL responsible for solutions to problems.

Recognition:  We acknowledge each other’s successes. We find joy in what we do daily.

Respect:  We treat each other in a dignified, friendly, courteous and professional manner at all times.

Communication: We respectfully Speak, Listen and Respond to ALL individuals. We do not make assumptions. We confirm the message sent is the one received.

Team Work:  We have our expectations in order to help each other succeed in our daily responsibilities. This is the success of our organization, and the success of our clients.

ACT Team Core Competencies:

  • Supportive of hope and recovery;
  • Comprehensive, highly individualized, flexible and focused on learning skills related to life roles;
  • Easily accessible, available 24 hours/day, 7 days/week, via the resources of an integrated multi-disciplinary mental health team;
  • Respectful of the importance of cultural considerations in service delivery and design;
  • Provided in the recipient’s language at all points of contact, as needed;
  • Committed to building and strengthening therapeutic and family relationships across all interactions;
  • Focused on recipient choice, goals and achievable outcomes, including harm reduction;
  • Provided in the community in places and situations where problems arise;
  • Proactive in terms of continuous monitoring and engagement efforts; and
  • Available as long as needed throughout transitions.

Position Duties:

  • Greeting persons served or the public arriving for appointments and/or making inquiries.
  • Answer telephone and facilitate effective communication between team members and with persons served.
  • Respond to inquiries from persons served, their allies and others in the community
  • Facilitate the coordination of team members to ensure safety in a variety of community settings
  • Schedule appointments when indicated
  • Manage the appointment reminder system for ACT Team service recipients
  • Collect client update forms.
  • Arrange postage and collection of all outgoing mail by postal service
  • Receive, date stamp and sort incoming mail; place in interoffice envelope for distribution.
  • General data entry, faxing and copying when necessary.
  • Maintenance of the ACT Team suite, and coordination of the vehicle feet
  • Prepping documents to be scanned into the ECR including collating miss-ordered documents, reviewing incomplete documents, removing staples, determining document classification
  • Assists by scanning, filing, and uploading documents to be attached to the client’s electronic health record.
  • Assists with purging clinical records to remove expired or outdated documents in accordance with state, federal and professional regulations and standards as well as agency policy and procedures as stated per the retention & destruction policy.
  • Other duties as assigned.

Minimum Qualifications:

  • Requires high school diploma or equivalent.
  • One year of reception, clerical, administrative support, or general office experience.
  • Previous customer service experience, preferred.
  • Ability to pass a criminal background check in accordance with current state regulations.
  • Excellent communications skills.
  • Ability to work with our diverse population with special needs.
  • Ability to work within a “fast paced & high stress” environment.
  • Ability to perform multiple tasks with frequent interruptions, with attention to detail.
  • Knowledge of Microsoft Office Suite programs and keyboarding skills with ability to use an electronic clinical record.
  • Ability to maintain confidentiality.
  • Ability to work independently and as member of a team.
  • Commitment to punctuality and good attendance.
  • Ability to provide and maintain professional relationships with clients and their families, which allowing for mutual respect, consistency and empathy in all interactions, and appropriate ethical and relational
  • Must have valid Alaska driver’s license and be able to clear the JAMHI auto insurance screening through the independent insurance carrier and/or if driving own vehicle the minimum state liability coverage is required.

Workers Supervised:  0

Application Instructions: To be considered for a position with JAMHI, you must submit both your resume and our employment application. Be sure to complete all requested information on the application form. Do not write “See Resume” on the application. Incomplete applications will not be considered. You may submit your paperwork by email HR@jamhi.org or by drop off at our clinic located at 3406 Glacier Hwy.