Administrative Specialist

HelpNet EAP Services Administrative Specialist

Reporting to the Manager Operations - HelpNet and under limited supervision plans organizes and controls the delivery of HelpNet EAP services in its business office(s). Provides leadership and directs the duties of secretarial functions within HelpNet business office(s). Serves as an Administrative Specialist in matters of contract administration, purchasing supplies, scheduling secretarial support staff, and coordinating with clinical staff and patients to ensure all EAP and Outpatient services are delivered in an efficient and customer-friendly way. Directs the duties of secretarial staff and ensures that all aspects of the business office are met in the most cost-effective and efficient manner. Maintains and oversees related manuals, provides training and produces reports for senior administration at HelpNet. Employees providing direct patient care must demonstrate competencies specific to the population served.

High school diploma or general education degree (GED) 2 years formal education/training and 3-5 years' experience required. Associate's degree preferred.

Analytical skills, clerical skills, grammar skills, spelling skills, communication, interpersonal skills, customer relations skills, computer skills (please specify), typing skills 40 words per minute, basic math skills, ability to cope with a high level of stress, ability to make fast decisions under pressure, ability to cope with the anger/fear/hostility of others in a calm manner, ability to manage altercations, ability to concentrate, high degree of flexibility, ability to cope with confrontation, ability to handle multiple priorities in a stressful situation, ability to assist with problem resolution, ability to demonstrate a high degree of patience, ability to adapt to shiftwork. Work which rarely produces a high level of mental/visual fatigue i.e. less than 20 percent of the work time. The job produces some physical demands. Typical of jobs that include regular walking, standing, stooping, bending, sitting and some lifting of light weight objects.

Plans, organizes and oversees the daily duties of the secretarial staff in HelpNets business office(s). Provides guidance and monitors quality of work being performed. May conduct or participate in the analysis of business office problems. Participates in the development of policies and procedures. Communicates approved policies and procedures to secretarial staff and ensures compliance. Promotes and maintains a good working relationship with HelpNet clinicians, patients, providers as well as other departmental personnel. Resolves patient and contracted company concerns, complaints and issues regarding business office transactions and activities. Collaborates with HelpNet business office(s) and HelpNet financial staff in resolving issues regarding billing, co-pays and any fee-for-service activity. Responsible for interviewing, hiring, orientating, directing the duties, counseling and evaluating secretarial staff in HelpNet business office(s). Disciplines and discharges employees when necessary. Develops and implements staffing schedules to ensure appropriate and cost-effective coverage for all shifts at HelpNet business office(s). Adjusts schedule as needed in authorizing time off etc. Maintains time and attendance for secretarial staff. Maintains up-to-date knowledge of advances and developments in office management and appropriate information systems. Demonstrates a commitment to providing outstanding customer service in a manner that is reflective of our mission values and customer service standards. Participates in HelpNet and BCHS committees as assigned or appropriate. Ensures that an adequate supply of needed equipment and supplies is maintained and that the business office(s) are kept in a clean and orderly fashion. Requests routine maintenance, repair or replacement of equipment. Maintains confidential records and files for HelpNet offices including highly-confidential materials related to contract and client activity. Demonstrates a commitment to providing outstanding customer service in a manner that is reflective of our mission values and customer service standards. Maintains a working knowledge of applicable Federal, State and local laws and regulations, the Compliance Accountability Program Code of Ethics as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and professional behavior. Maintains a safe workplace by keeping work area free of hazards and correcting and/or properly reporting any safety hazards. Uses correct body positioning proper body mechanics to avoid injury utilizes safe work practices (e.g. pushing vs. pulling, patient transfer/lifting devices, etc.) and uses personal protective equipment when necessary. Performs related duties as assigned.