Admin Assistant II - Part Time - Sat/Sunday - 8am - 5pm

• Person Centered. We honor people’s identities, lived experience and journeys and treat every person with the dignity we all deserve.  
• Exceptional Care. We offer compassionate, innovative services that meet people where they are, from immediate support to long-term recovery.
• Integrity. We operate from a deep foundation of ethical, accountable practices in all we do.
• Organizational Resilience. We meet the moment and adapt to changing contexts with collaborative creativity, agile business processes, and financial stewardship.

Provide courteous and professional customer service to the people we serve, staff, and visitors. Provide front and back office clerical services including but not limited to: maintaining schedules, answer phones, develop flyers/documents, produce reports, track data, room reservations, mail distribution, recordsmaintenance, and general administrative support to teams at a site. Assist staff, managers, and/or other supervisors as assigned.

• Create a positive experience for the people we serve and guests through professional conduct and customer service at the front desk.
• Ensure front desk and lobby are aesthetically pleasing,safe, and friendly for all guests.
• Provide snacks & drinks to people we serve in the lobby area.
• Provide breakfast, lunch, and dinner to patients staying at the facility.
• Clean rooms and prepare them for incoming patients.
• Receive and screen clinic telephone communications ensuring callers are directed to the appropriate destination in a timely fashion.
• Maintain positive interpersonal interactions with internal and external customers.
• Apply situational awareness and appropriate techniques to handle situations before they escalate.
• Maintain Outlook calendar, tasks, room reservations and meetings, and fulfill email requests as appropriate.
• Maintain each consumer’s HIPAA rights, and other protections of confidentiality and privacy.
• Maintain records and files.
• Organize, compose, and produce letters, memoranda, reports, and other documents, ensuring grammar, spelling, and punctuation are correct.
• Compose some routine correspondence. Generate and submit necessary reports.
• Maintain appropriate boundaries that avoid creating dual relationships.
• Replace toner and paper in equipment. Copy/scan/fax information as required.
• Sort and distribute incoming mail and prepare outgoing mail.
• Arrange transportation authorizations and the transportation for dependent clients.
• Attend meetings as assigned.
• Accurately schedule consumer appointments with psychiatrists, nurses and other clinical staff. Input and extract data from the appointment scheduling system.
• Check-in consumers at each visit. Verify demographic and insurance information and collect co-pays. Understand insurance and accounts receivable information to maintain minimal consumer balances.
• If applicable to your site, read, understand, and excel in procedures for maintaining consistent standards of the paper and electronic medical record (EMR), which is outlined in the HISM manual and in the monthly eCET updates.
• Ensure prompt, accurate, and efficient handling of documents for filing and scanning: items such as consumer identification, medical record number, team number, and general status of treatment. Make sure consumer records are accurate and complete.
• Complete requests for information from both clinical and administrative staff.
• Follow organizational and departmental procedures, rules and guidelines. Execute all benchmarks and deliverables assigned.
• Arrange transportation authorizations and the transportation for dependent clients. · Complete requisitions for needed office supplies and equipment. Coordinate basic office maintenance and janitorial needs.
• In Front Office Managers absence, provide for coordination of clinic needs and program. Perform a variety of administrative duties to ensure smooth running of the clinic.
• Maintain a trauma informed environment of wellbeing. · Perform other duties as assigned.

• High School Diploma or equivalent Minimum of two years: Administrative Assistant, Customer Service, or Receptionist experience, plus
• The ability to type 60 wpm are required.
• Work experience at a health clinic or mental health organization preferred.

-OR-

• Bachelors degree plus a minimum of 2 years working in mental health and the ability to type 60 wpm required.

• Bachelors degree plus a minimum of 2 years working in mental health and the ability to type 60 wpm required.

• Ability to sit, stand, bend and reach, operate standard office equipment such as phone, computer,
• facsimile, copier/printer/scanner, and other business machines. Occasional lifting up to 50 lbs. Mostly office based. May require occasional evening or weekends.

• In-office 100% Saturday - Sunday 8am - 5pm.
• This position will only be responsible for the 1st floor of the building.

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

Please be aware that the job duties described in this document may be subject to change. WellPower is committed to adapting to evolving business needs and industry trends. Changes may include modifications to essential functions, required qualifications, typical physical and mental demands, and working conditions. We strive to communicate changes in a timely manner, and we appreciate your flexibility and openness to evolving job description expectations.

I acknowledge that I have received and reviewed my job description at WellPower and understand the responsibilities and expectations outlined. I understand this document is not a contract of employment

We will accept applications on an ongoing basis.

WellPower is committed to fair and equitable hiring with salaries based on relevant factors, such as work experience, education, and certification/licensure (rather than wage history). Toward the principle of equal pay for equal work, we post and hire within defined hiring salary ranges. We ask all applicants to carefully review the hiring salary range for each posted job opportunity, as we will not hire outside the predetermined range. 

WellPower is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment, transfer, or promotion opportunities without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. 

For a complete overview of our robust benefits, visit: https://wellpower.org/workplace-of-choice