Administrative Support Staff

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Department: Milieu

Supervisor: Office Manager

FSLA Status: Non-Exempt

Age of Population Served: Adult 18-64

The Administrative Support Staff is responsible for the organizations administrative support, including the greeting of all visitors, referents, clients, and families; initiating paperwork with families and clients; supporting overall office functions; monitoring client activity through review of communication functions and as observed within the milieu. The Administrative Support Staff requests assistance as needed and supports staff with administrative tasks.

Essential Functions and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed must be representative of the knowledge, skills, minimum education, training, licensure, experience, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Greet visitors in a professional manner and assist them as indicated
• Assist with the intake process as needed.
• Answer company phone calls and direct to appropriate recipient.
• Track and respond to emails related to managing the staff and client milieu in a timely fashion.
• Manage and monitor tidiness of front lobby, Client Support Staff offices, and staff common areas.
• Input and update client information in EHR, as directed
• Input and update employee profile information
• Input and update staff office and phone number information, as required.
• Receive and distribute packages and mail.
• Fully understand and maintain policies regarding professional ethics, including appropriate boundaries and client confidentiality; monitor documents according to company and HIPAA policies.
• Professionally, ethically, and compassionately relates to clients, families, referral sources and staff at all times.
• Meet timeliness expectations of completing work as scheduled, demonstrating self-paced performance and adjusting priorities as needed.
• Meet quality expectations of accuracy, completeness, and responsiveness to feedback.
• Write clear and concise statements summarizing client's feelings, presentation and response in clinically significant encounters.
• Model appropriate interpersonal relationships, emotional regulation, and boundaries.
• Model and reinforce positive behaviors of clients, and promotes social interaction by conversing with them, participating in activities with them, etc.
• Reports any immediate safety hazards to appropriate supervisory personnel or maintenance personnel.
• Report resident abuse and neglect.
• Attend and participate in assigned and required trainings, supervisions, and weekly meetings.
• Ability to demonstrate awareness and respect for cultural, lifestyle, age, gender, and sexual orientation diversities of clients and staff; apply knowledge of age, gender, and multi-cultural counseling skills.
• Performs other related duties as assigned.

Minimum Qualifications

• High School Diploma or GED is required
• BA in health care administration, social sciences, psychology or one year of experience in a related field is preferred.
• Ability to work collaboratively with several departmental directors and managers regarding administrative needs
• Knowledge of records keeping, documenting, and filing.
• Ability to work independently.
• Preferred candidates should have sound understanding of mental illness, co-occurring disorders, and milieu therapy.
• Proficient computer skills and ability use various software programs.
• Have a valid driver's license in good standing and auto insurance.
• Successfully complete drug screen and comprehensive background check.
• Ability to multi-task in a fast-paced work environment.
• Ability to work evenings, nights and weekends as needed. Flexibility and adaptability in schedule are essential.

Physical Demands

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions.

• The employee must occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to walk. The employee is occasionally required to stand.
• While performing the responsibilities of the job, the employee is required to talk and hear.

Work Environment

These work environment characteristics are representative of the environment the jobholder will encounter while performing the responsibilities of the job. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job.

• While performing the duties of this job, the noise level in the work environment is usually quiet to moderate.