Position Title: Administrative Technician - ACFS
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COMMUNITY HEALTH AND COUNSELING SERVICES
DEPARTMENT: Adult, Child, and Family Services DATE: April 01, 2011
POSITION TITLE: Administrative Technician
DEPT. DIRECTOR: Thomas Lynn
GENERAL DESCRIPTION: The Administrative Technician performs secretarial and clerical tasks that support the administrative components of the ACFS Regional Office. This position works with other staff as part of the overall support team within the ACFS Region.
SUPERVISION RECEIVED: Supervised by Regional Management Assistant or as designated by the Regional Manager.
SUPERVISION EXERCISED: None.
COLLABORATES WITH: Works closely with all staff within the ACFS department. Will have regular interaction with Agency staff members and other agencies as appropriate.
PERFORMANCE EXPECTATIONS: (Includes Essential Job Functions)
1. Performs secretarial functions including, but not limited to:
· Answer and assist with triaging incoming phone calls and transmitting messages to staff as appropriate;
· Promptly checks in clients and provides reception duties for ACFS Region;
· Tracks and prompts Regional ACFS staff for timeliness of required documentation;
· Assists with scheduling client appointments for ACFS staff within the Regional office;
· Calls clients to remind them of upcoming appointments;
· Collects and documents current insurance information and other client information per ACFS Department protocols; collects and processes co-payments/payments for service;
· Ensures that client records are maintained and current, and works with other ACFS administrative staff to ensure that client information is readily accessible to ACFS staff within the Regional office;
· Prepares and processes weekly time sheets for ACFS staff within the Regional office;
· Schedules meetings and room reservations for ACFS Regional staff as necessary;
· Types, transcribes from dictation tapes, files, photocopies, and maintains office files in accordance with established procedures;
· Sorts and distributes incoming mail/messages;
2. Assists staff with special projects and training of other staff when required.
3. Processes release of information for clinical records and ensures compliance with all Agency release of information policies and procedures. Reviews these records with ACFS Regional, clinical staff prior to release.
4. Provides information to the general public upon inquiry about Agency services. Relays any specific questions to appropriate person.
5. Follows Agency protocols and procedures in all areas of support operations including computer and network use, HIM and purchasing.
6. Processes intake referrals for all referrals that come into the office.
7. Performs other related duties as assigned.
AGENCY RELATED FUNCTIONS:
1. Understands and follows Agency and departmental policies and procedures.
2. Completes and submits accurate and timely reports.
3. Functions in a cost-effective manner with regard to utilization of time, mileage, and job-
related expenses.
4. Attends Agency meetings as required.
5. Seeks consultation as needed and participates in the supervisory process.
6. Provides added individual and program consultation around any area in which (s) he may
have special expertise.
7. Represents the Agency in a professional manner and promotes a positive image of the
Agency.
8. Maintains strict confidentiality of all client or staff-related information.
9. Participates in required and elective staff development activities in accord with the individual's staff
development plan.
10. Complies with Agency and mandated safety procedures and regulations for the good of
employees and clients.
ESSENTIAL KNOWLEDGE, ABILITIES AND SKILLS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
QUALIFICATIONS:
Education and Experience: This position requires a High School Diploma or GED and two years office experience or one year office experience with advanced course work. Proficiency in Word for Windows and Excel computer programs essential.
Other Skills and Abilities:
· Ability and desire to learn new or unfamiliar job responsibilities.
· Ability to remain calm in potentially stressful situations.
· Ability to communicate and take messages quickly and accurately.
· High level of organizational skills, resourcefulness, knowledge of office management and
procedures.
· Ability to exercise judgment and work independently under general direction with flexibility
and resourcefulness in a changing environment.
· Ability to assess, analyze and plan using the problem-solving approach, handling multiple
tasks simultaneously and meeting deadlines, including those which may be difficult to meet.
· Ability to respond positively to change and develop increased skills.
· Operating knowledge of a wide variety of office equipment.
· Ability to transcribe dictation accurately and write memos, letters and reports.
· Proficiency in word processing at 60+ wpm.
· A current State of Maine driver's license and a reliable means of transportation.
Physical and Environmental Conditions and Requirements:
The conditions and requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.
Physical Requirements: The employee must be able to occasionally pull, push, carry, grasp, bend and twist at the waist, reach waist high, tolerate outside weather conditions, and lift up to twenty pounds to shoulder level. The employee will frequently be required to stand, walk, sit, climb stairs or balance, reach shoulder high, and walk on uneven ground. The employee must be able to sit for 4 hours or more per day at a computer and document information in database or written formats. While performing the duties of this job the employee is regularly required to sit and use hands to write and/or operate a computer and use telephone communication devices. The employee must be able to talk on the phone and in person to individuals. Must be able to hear, read and write, as job duties require. Vision requirements include continuous use of close, distance, and peripheral vision; depth perception; and have the ability to focus eyes as required by job duties.
WORK ENVIRONMENT:
The usual environment is indoors in an office or meeting room. Occasionally meetings with other departments will require the ability to transfer oneself to other locations away from the usual workstation. The usual noise level is moderate.
JOB PERFORMANCE EVALUATION:
Employee must satisfactorily complete a 6-month probationary period. At or near the completion of the probationary period, the incumbent may be granted regular status. Subsequent job performance evaluations will occur on an annual basis, around the anniversary of the employee’s original date of hire.
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APPROVED BY:
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Thomas Lynn, Department Director Date