Centralized Administrative Assistant

 

WellPower envisions a community where every person’s mental health is fostered through strength, resilience and hope. We empower people to overcome barriers and achieve lasting well-being through collaborative behavioral health care and comprehensive support. 

Our Guiding Principles:

• 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.

Position Summary: 

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, providing admissions support, check-in consumers, insurance verification, assisting consumers with insurance and eligibility based questions, answer phones, outreaching consumers for check-ins and/or insurance verification, answer emails, maintain documents and spreadsheets, track data, mail distribution, records maintenance, and general administrative support to all teams at a site.  Assist staff, managers, and/or other supervisors as assigned.

 

Compensation & Benefits:

• $27.79/hr OR $57,803.20/year 
• For complete overview of our robust Benefits: https://wellpower.org/workplace-of-choice/ 

The posted range represents the full hiring range. Offers will not exceed this range, the majority of candidates are placed near the midpoint based on experience and qualifications. 

Job Duties & Functions: 

• Serve as the first point of contact for consumers, creating a welcoming and trauma-informed environment
• Ensure front desk and lobby are aesthetically pleasing, safe, and friendly for all guests.
• Receive and screen clinic telephone communications ensuring callers are directed to the appropriate destination in a timely fashion
• Apply situational awareness and appropriate techniques to handle situations before they escalate
• Maintain online calendars, monitor and respond to multiple Microsoft Teams Channels, and fulfill email requests from staff and external agencies
• Manage daily operations of the front desk including accurate scheduling, confirming appointments, checking in people we serve, verifying demographics, insurance verification/eligibility, collecting payments/copays, and other administrative tasks
• Maintain accurate records of insurance verification, eligibility confirmations and co-pays collected
• Maintain each consumer’s HIPAA rights, and other protections of confidentiality and privacy
• Organize, compose, and produce letters, memoranda, reports, and other documents, ensuring grammar, spelling, and punctuation are correct. Compose routine correspondence.  Generate and submit necessary reports.
• Maintain appropriate boundaries that avoid creating dual relationships.
• Update training documents and assist with on-site training and shadowing for new Administrative Assistants.
• 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 transportation for dependent clients.
• Attend meetings as assigned.
• 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 any updates.
• Complete requests for information from both clinical and administrative staff.
• Follow organizational and departmental procedures, rules and guidelines.
• Execute all benchmarks and deliverables assigned.
• Assist multiple front desks to best fit building needs and provide administrative support to entire staff at a site.
• Provide break and lunch cover