Job Description

Job Description

Job Description

Description: Administrative Assistant Wilton, CT

About the Position:

The Administrative Assistant for Outpatient Services is responsible for providing an organized and pleasant environment to clients in an administrative support role that also assists staff in meeting the client’s needs. The Administrative Assistant- Outpatient Services will be responsible for organizing the Outpatient Program’s administrative functions. The Assistant will support day-to-day operations by performing administrative tasks and ensuring high quality customer service.

Schedule:

Monday through Thursday 9:00 a.m. - 5:30 p.m. and Friday 8 a.m. - 4:30 p.m.

Your Role:

• Greet each OPS client entering and exiting, addressing clients, their families, and other visitors by first name, whenever possible to foster a warm and welcoming environment.
• Ensure that visitors sign all appropriate documentation upon entering the facility including confidentiality agreement.
• Answer phone lines using established script and protocols with strict adherence to confidentiality guidelines.
• Prepare welcome materials for all scheduled admissions.
• Maintain the urine toxicology schedule (UTox) and ensure that there are ample UTox supplies on hand during operating hours while remaining compliant with waived testing guidelines.
• Conduct supervised Utoxs as assigned, record results of Utox in client chart and send out samples for confirmation as needed.
• Liaise with vendors, service providers and external contacts professionally
• Receive all deliveries to the facility.
• Sort and distribute mail, notifying appropriate parties as needed; and forward mail to Canaan, as needed.
• Manage front-end billing and client account setup tasks, ensuring client accounts are up to date, payments are made, financial documentation is signed and created, as needed, and supporting documentation is entered at time of services rendered.
• Cost Communication & Payment Negotiation: Discussing costs with clients, offering payment arrangement options, and documenting accordingly.
• Receive co-payments and enter financial information into appropriate database system.
• Review, create, and organize payment pages and invoices for services rendered at Mountainside.
• Maintain accurate records for No Show Billings as per policy and procedure, and review daily.
• Perform bookkeeping duties, as assigned.
• Collaborate with personnel to ensure seamless scheduling as well as schedule follow-up appointments with clients utilizing correct billing codes, as applicable.
• Ensure that appointment statuses are being updated on a daily basis by continuously auditing staff schedules and communicating accordingly.
• Provide reminders calls/text messages to clients.
• Schedule all client appointments while being compliant with CMS billing guidelines.
• Assist with calendar management for office
• Provide updates on day-to-day issues that arise.
• Coordinate Onboarding documents and processes for new hires and interns.
• Take notes and submit minutes for Outpatient Team Meetings.
• Act as liaison between Outpatient, Scheduling, and Pre-Admissions Departments by assisting with administrative tasks and scheduling.
• Assist team with general administrative support including filing, data entry and other clerical needs.
• Maintain and update organizational systems to streamline office processes and identify opportunities for efficiency.
• Maintain and organize office and kitchen to ensure a clean and safe environment for staff and clients.
• Maintain safety checks and standards throughout the building, per company policy, and document in EOC log, as needed.
• Comply with all federal, state, and accreditation regulatory requirements at all times.
• Prepare for and participate in weekly supervision.
• Other duties/tasks as assigned by Program Manager

Qualifications:

• High School Diploma or Equivalent - Required
• 2+ years of experience in a client-facing role - Required
• Previous experience in administrative or office support role- Required
• Associates or Bachelors Degree in business, marketing, humans services or related role- Preferred
• Notary Public in CT - Preferred

Essential Skills:

• Ability to maintain confidentiality and handle sensitive information with discretion
• Excellent verbal, interpersonal and communication skills with appropriate phone etiquette
• Strong computer skills with proficiency in Microsoft Office Suite ( Word, Teams, Excel, Outlook etc)
• Excellent organizational skills/highly detail oriented with exceptional level of accuracy in data entry and record keeping
• Comfort in high paced, team oriented environment
• Ability to maintain flexibility around priorities and ability to multitask
• Comfort working across multiple department to drive results.

Compensation:

The base rate of pay for this position is $18.00 to $24.00 per hour. Actual pay is determined based on a number of job-related factors including skills, education, training, credentials, experience, scope and complexity of role responsibilities, geographic location, performance, and working conditions.

Benefits:

• Comprehensive benefit package
• Paid Time Off (which increases after 1 year with Mountainside)
• Paid holidays including a Multicultural Holiday
• 401(k) with employer matching
• Monthly $75.00 wellness reimbursement. Our Wellness Reimbursement benefit is meant to encourage employees to engage in productive self-care to avoid burnout and compassion fatigue.

About Mountainside:

Mountainside Treatment Center is a dynamic, fast-paced and growing recovery facility that values innovation and an obsession with providing Best in Class service to our Clients. Founded in 1998, we are a leading behavioral healthcare provider dedicated to treating alcohol dependency and drug addiction. Accredited by The Joint Commission and CARF for its high standards of care, Mountainside seeks out passionate and talented individuals to join its staff. We believe that every employee, regardless of position, plays a vital role in our success.

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