Administrative Assistant, Residential Recovery

Summary: Ensure all billing and routine clerical tasks are completed according to the requirements of the assigned programs. 

Why Work for SMOC?

• Paid Time Off: All full-time employees can accrue up to 3 weeks of vacation, and 2 weeks of sick time and are eligible for 12 paid holidays during their first year of employment.
• Employer-paid Life Insurance & AD&D and Long-Term Disability for full-time employees.
• Comprehensive Benefits Package including Medical Plans through Mass General Brigham with an HRA Employer cost-sharing program, Dental Plans with Orthodontic Coverage, and EyeMed Vision Insurance available to full-time employees.
• 403(B) Retirement Plan with a company match starting on day one for all full-time and part-time employees.
• Additional voluntary benefits including; Term and Whole Life Insurance, Accident Insurance, Critical Illness, Hospital indemnity, and Short-Term Disability.
• Flexible Spending Accounts, Dependent Care Accounts, Employee Assistance Program, Tuition Reimbursement and more.

Primary Responsibilities:

• Perform all necessary and clerical functions including, but not limited to: enter all invoices for payment in Microix, assist with preparing orders, prepare and process new client paperwork and client welcome packets and binders.
• Ensure the telephone is answered and route calls to the appropriate staff member.
• Enter BSAS Enrollment Admission and Discharge forms in Virtual Gateway, check MassHealth revs daily.
• Typing of correspondence, proposals, affiliation agreements, and other documents.
• Data entry of information in agency databases, including Engage, CareLogic, and tracking spreadsheets.
• Receive all client referrals, document and track in appropriate databases and schedule telephone screenings.
• Oversee client waitlist and coordinate admission scheduling as advised by clinical team.
• Ensure all clients are set up with SBH.
• Prepare monthly reports.
• Update client lists and statistics.
• Assist Director with billing for contracts for 228 COE House
• Facilitate monthly schedule, assist Program Director with finding coverage.
• Assist Director in tracking outstanding maintenance issues and communicating with maintenance staff or vendors.
• Assist in transportation of clients as needed.
• Engage all clients by understanding and addressing their needs whether within or outside the scope of work.
• Attend and participate in team meetings as requested and communicate effectively with clients and staff in other areas.
• Maintain confidentiality of client, employee and agency information in accordance with federal and state laws and funder requirements.
• Ensure compliance with program/department, agency and or/funder requirements, as well as SMOC policies & procedures.
• Contribute to a supportive interpersonal atmosphere and interact positively with COE House team as well as with other SMOC program staff.
• Other duties as assigned.  
• Attend community based source meetings.

Knowledge and Skill Requirements:

• This role requires working with female clients. Due to privacy and safety requirements this position is designated as female only.
• Minimum of two (2) years clerical experience, including knowledge of bookkeeping and financial reporting, preferably in a social service context.
• Demonstrated ability to organize and maintain effective policies and procedures relative to the administrative requirements of a residential facility.
• Valid driver's license and ability to meet insurance standards.

Organizational Relationship: Directly reports to Program Director.

Physical Requirement: Ability to drive a vehicle. Ability to ascend and descend stairs.

Working Conditions: Travel within the area may be required. As part of the responsibilities of this position, the Administrative Assistant will have direct or incidental contact with clients served by SMOC in various programs funded or administered through the Executive Office of Health and Human Services. A successful background check is required.

 

Monday through Friday: 9:00AM - 5:00PM. Includes a 1-hour unpaid lunch break.
35 Hours per week.