Administrative Specialist - Part Time

Job Title

Administrative Specialist - Part Time

Outpatient Mental Health Services

Assigned Supervisor

Non exempt / hourly

Milwaukie

In-person

Closing shift (ability to work until 6:00/7:00 most evenings.)

$20.06/hr.

- $22.09/hr. (Bilingual Spanish - $21.86/hr.

- $24.07/hr.)

Morrison Child and Family Services
:
We are a Joint Commission and Sanctuary accredited non-profit organization that provides a comprehensive array of services to children, adolescents, and their families. As an agency, Morrison, its team members, and clients commit to the following values of trauma-informed care:

• Nonviolence - being safe and doing the right thing
• Emotional Intelligence - managing our feelings so we don’t hurt ourselves or others
• Social Learning - respecting and sharing ideas of our teams
• Democracy - shared decision making whenever possible
• Open Communication - saying what we mean and not being mean when we say it
• Social Responsibility - everyone makes a contribution to the organizational culture
• Growth and Change - creating hope for our clients and ourselves

The Administrative Specialist is responsible for performing multifaceted general administrative supports for Outpatient Clinic(s).

• Assists with daily administrative operations of the clinic including but not limited to: opening and/or closing the clinic; scheduling clients; making reminder calls; performing verification checks of client eligibility of insurance and authorization for services; checking in clients/families/visitors and directing them to the waiting area or meeting room; informing staff of client/visitors’ arrivals or cancellations; maintains an orderly and neat waiting area/lobby;
  
  monitors clients and families who may have emotional and/or behavioral challenges in the waiting area/lobby; addressing, redirecting and/or problem solving with upset, angry, delayed, severely traumatized, emotionally and/or/or behaviorally challenged clients and families; engages difficult clients in activities; communicates concerning behaviors with assigned therapist; assists with medical transport.
• Assists with administrative operations of client information including but not limited to: processing and entering client intake documentation; ensuring data entry in client electronic health records (EHR) is accurate; client records are scanned into the accurate EHR section; client EHR is maintained and ready for appointments; maintain any existing client paper files; maintain chart area to ensure files are secure, organized, and accessible;
  
  ensuring pertinent ongoing forms and documentation is scanned and uploaded correctly into the client’s EHR; process records requests and subpoenas; archive paper files and maintain closed file database for stage facility; order charts from storage facility; assist with opening and closing client’s EHR.
• Perform administrative functions including but not limited to: filing; photocopying; scanning; typing; faxing; data entry in multiple databases; recordkeeping; opening, sorting and distributing mail; answering multi-lined phones; screening incoming calls; checking voicemail; transferring calls; emailing; greeting visitors and answering questions; setting up and managing spreadsheets and databases; assisting with general word processing of letters, forms, reports, etc.; responds to commonly-asked questions or directs individuals to the necessary person.
• Provides administrative support to clinical staff; provides coverage for other support staff as requested by supervisor; creates a positive team environment.
• Participates in assigned staff meetings, other meetings and committees.
• Demonstrate a commitment to developing a thorough knowledge and application of the Sanctuary model and other organizational policies & practices.
• Participate in staff development, in-services, and training related to workplace effectiveness; model professional behaviors and implement improvements to business practices with awareness of their impact in a trauma-informed behavioral healthcare organization.
• Performs other related duties as required and assigned.

• Adhere and administer agency and Outpatient policies and procedures
• Communicate clearly and effectively orally and in writing in English
• Interpret information, utilize critical thinking and explain concepts to others
• Maintain effective working relationships with agency employees at all levels and the general public
• Adapts to constant changing circumstances while maintaining professionalism; engages in continuous learning and builds knowledge, skills and abilities while addressing new challenges
• Team building and collaborative skills

• A high school diploma or equivalent is required
• 1 year consecutive office experience
• Intermediate level computer capabilities in use of databases, web-based environments, word processing, email and spreadsheets