Administrative Assistant - LYNC - The Village For Families & Children

Our Mission:

Starting hourly rate is $17.00 per hour

JOB SUMMARY

LYNC:

The LYNC administrative assistant works in The Village electronic health record system and with the Court Support Services Division (CSSD) system. They are responsible for the management of referrals in a timely manner in the CSSD system, participates in and takes notes during all meetings, assists in managing accurate flex funding requests and all receipts to submit to funders and works closely alongside the Program Director and the LYNC team members to assist in other duties assigned.

KEY RESPONSIBILITIES

1. Greet all clients and visitors in a professional and courteous manner. Notify appropriate staff of visitor arrival and provides assistance and directions, as needed.
2. Responsible for answering calls for programs assigned and providing reminder calls before appointments.
3. Receives and processes referrals, facilitates scheduling and sets up translation services if needed.
4. Responsible for completing Intake and Admissions process. Responsible for coordinating all new admission paperwork for clients, verifying and recording necessary personal information. Responsible for check-in/check-out process for clients. Scheduling of client assessments and appointments.
5. Professionally Interact with clients to provide and process information in response to inquiries and concerns including requests for additional information related to agency programs and services.
6. Responsible for dissemination and distribution of all agency faxes and other forms of communication.
7. Monitor reception/waiting area to ensure cleanliness and client safety.
8. Provide information to service providers.
9. Maintain communication with Records department regarding medical records.
10. Monthly data entry for program evaluation and quality assurance
11. Creation of assessment packets and other materials.
12. Complete ordering of program supplies

Provides administrative support and back-up for other agency departments and sites

EDUCATION

• High school diploma or equivalent.

EXPERIENCE

• A minimum of two to three years of customer service experience. Excellent telephone and verbal communication skills. Sound knowledge of office/telephone etiquette and customer service principles and practices.
• Bilingual (English/Spanish) preferred
• Sound judgment and ability to adapt to change and meet demands of the work environment.
• Proficient in the Microsoft suite (Outlook, Word, Excel).
• Familiarity with an EHR (Electronic Health Record), experience with other client-based applications is a plus
• Must be detail oriented with ability to multi-task and complete large volume of work. Accurate typing skills and ability to create grammatically correct written correspondence if needed.
• Must be able to work in a team environment. Must be culturally competent to work with diverse populations and interact with others.
• General office skills including filing, organizing and scheduling.
• Maintain confidentiality of information. Knowledge of federal HIPPA laws
• Must be punctual and flexible.
• Must be able to travel between Village and other sites.
• Physically able to perform the essential functions of the position, with or without reasonable accommodations.