Specialist - Administration/Operations (Administrative)

QUALIFICATIONS:

1. Associate's degree or college level courses in business-related field preferred.  High School diploma or equivalent required. 
2. Minimum of two years of administrative assistant/secretarial/clerical experience required.  Previous supervisory experience preferred.    
3. Working knowledge, accuracy and skills of computer and/or software including Microsoft Office.
4. Ability to operate other business machines.
5. Ability to transcribe both handwriting and dictation accurately and with reasonable speed for a variety of correspondence, reports and other materials within a timely manner.
6. Knowledge of methods and techniques used in record keeping systems and in organization of information.
7. Considerable knowledge of business English, spelling and punctuation.
8. Ability to meet and deal effectively with associates and the general public both in person and by telephone.
9. Ability to work cooperatively with other office personnel; be pleasant and hospitable to visitors.
10. Ability to work independently, establish priorities and maintain confidentiality.
11. Must be able to adjust hours to job requirements. 
12. Ability to identify with the agency Mission Statement and support the agency's Core Values.
13. Eligible for PA State Police clearance, PA Child Abuse History clearance and FBI clearance.

CORE COMPETENCIES:

1. Maintain and track program authorizations as needed.  This includes submitting information to the county and managed care organizations as well as any private insurance provider requiring information based on clients' benefits.  Follow up on authorization issues and corrections not requiring clinical information.  Track due dates and deadlines based on program requirements.  
2. Maintain and track list of encounter form discrepancies for respective program.  Follow up with staff as needed. 
3. Act as HIPAA security officer for the office, as requested.
4. Oversee the intake process for referrals.  Ensure that new client information is in the EMR to include pre-certifications and referrals depending on program along with vital information.  
5. Perform receptionist duties when Assistant –Receptionist or Assistant – Admin/Ops is not in the office to include: Answer telephone, accept referrals, send faxes and distribute incoming faxes to appropriate staff.  Schedule appointments; answers not requiring knowledge of professional subject manner; refer more complex issues to appropriate agency staff. 
6. Monitor case files for multiple programs to include completeness of forms, track and distribute documents, complete filing as needed and complete dictation as assigned.
7. Provide secretarial support; typing, scheduling, copying as requested by line staff.
8. Maintain appropriate professional boundaries and seek supervision when questions arise.
9. Manage schedules for the conference room, outpatient therapy rooms and other shared office space. 
10. Management of current records.  Respond to all requests for client records, maintain records log, and invoice appropriate agencies. 
11. Maintain membership is WOW, Safety Committee and Sanctuary CORE team.  These duties can be divided amongst the Specialist – Admin/Ops as relevant. 
12. Organize all closed records for the office.  Track location and destruction date of all closed charts. 
13. Distribute bulk emails to all office distribution lists, as requested. 
14. Coordinate psychological and psychiatric services respectively, including managing schedules, handling medication inquiries and assisting families and consumers. 

Job Location:
Beaver Falls, PA, United States

Position Type:
Full-Time/Regular 

Who We Are: Founded in 1854 by the Rev. Dr. William Passavant in Zelienople, Pennsylvania, Glade Run has evolved over the years to meet the changing and increasingly challenging needs of children, adults and families throughout Western Pennsylvania and beyond. With a focus on education, mental health, autism, and unique therapeutic offerings, Glade Run has a long tradition of linking faith and service. Last year, Glade Run served over 4,000 individuals with impactful, innovative services in school, home, and community settings.