Administrative Assistant

Community Action Agency of Columbiana County, Inc.

7880 Lincole Place, Lisbon, OH 44432

330-424-7221

Health, Behavioral Health and Dental Centers

JOB DESCRIPTION

POSITION: Administrative Assistant

SUPERVISOR: FQHC Chief Operating Officer

CAACC Mission Statement: To strengthen the community, foster well-being and promote self-sufficiency.

CAA Health, Behavioral Health and Dental Centers’ Mission Statement: To provide safe, high quality, comprehensive and affordable health, behavioral health and dental care to our community.

• JOB SUMMARY: The Administrative Assistant works under the direction of the COO of the health center. This person will support the COO’s efforts by coordinating meetings, schedules, incoming information (both hard copy and electronic), grants and funding source documents, and by performing day-to-day clerical and administrative functions as well as specific NextGen duties. Daily tasks that contribute to the general efficiency of the department may be assigned.
• SPECIFIC DUTIES:

ESSENTIAL FUNCTIONS

• Assist the COO in maintaining the business schedule
• Develop systems and processes that will assist the COO in maintaining an efficient and effective work flow
• Develops efficient system for correspondence tracking, filing and administration
• Assist in the preparation of grants as directed
• Maintain an efficient recordkeeping system for all contracts, agreements, correspondence, reports, etc., including any required back-up information
• Schedule and prepare agenda items and handouts for Board, staff, committee and other meetings
• Travel as required for trainings, educational opportunities, satellite sites, etc.
• Assist with the gathering of data and information for budgets, grants and other projects
• Complete quarterly Results Oriented Management and Accountability (ROMA) reports for Community Services Department
• Attend in-house or community based meetings as assigned
• Attend local or out-of-town educational opportunities, meetings, etc., as scheduled
• Maintain confidentiality in all aspects of health center activities
• Compliance with all CAA policies and procedures, including HIPAA
• Maintain a professional demeanor at all times, with employees, clients, visitors and outsiders
• Complete all aspects of credentialing and re-credentialing of provider files
• Track provider paid time off (PTO) and report to COO as necessary
• Maintain and update as needed all Memorandums of Understanding (MOUs) and collaborative agreements
• Maintain provider files
• Take minutes for various committees as required
• Participate in all NextGen upgrades and trouble shoot as required
• Build and maintain all provider schedules in NextGen and setup new users
• Maintain personnel files on all Health Center staff
• Assist in the recruitment process
• Serve as Site Administrator for the National Health Service Corp
• Other duties as assigned
• REQUIRED JOB QUALIFICATIONS:

1. Must have five (5) years of experience in performing administrative duties

2. High school diploma required

3. Excellent verbal and written communication skills

4. Excellent computer skills with Microsoft Word and Excel, or comparable software programs

5. Able to work independently with minimal supervision

6. Able to travel locally and/or overnight

• ADDITIONAL REQUIREMENTS AND CONDITIONS OF EMPLOYMENT:
• Adhere to and implement the agency’s mission and goals
• Successfully complete background check including Ohio Bureau of Criminal Investigation, Medicare exclusion list, verification of valid driver’s license, employment medical exam, including a TB test, and any other screenings/testing required by CAA policies/procedures and/or requirements of all funding sources. CAA is a drug/alcohol-free and smoke-free workplace and post-offer drug and alcohol testing is required.
• Ability to work in several locations with diverse staff
• Must have an insurable driver’s license and be bondable
• Obtain continuing education courses and training as required to update knowledge and skills to assure continued efficiency
• 180-day probationary period
• PHYSICAL/ENVIRONMENTAL REQUIREMENTS:
• Ability to lift/carry up to 25 pounds
• Ability to push, pull, carry, lift, bend, twist, reach, sit, stand for lengthy periods of time; ability to walk for extended periods of time
• Ability to work in a fast-paced and often high-stress environment as well as the ability to adapt quickly to workload changes
• Ability to deal with inside and outside clientele in a diplomatic and courteous manner while assuring adherence to CAA policies/procedures
• Above-average oral, reading and writing skills to accurately operate relevant computer programs, perform necessary documentation and effectively communicate

WORKING CONDITIONS:

• Various noises associated with a busy clinical setting
• Numerous interruptions
• Constantly changing medical environment
• Ability to comply with the changing requirements of the funding sources
• Ability to consistently meet deadline requirements
• Frequent exposure to communicable diseases, body fluids, toxic substances, medicinal preparations, radiation and other conditions common to a clinical environment
• Ability to remain calm and cheerful under stressful working conditions

Pay: $18.00 - $23.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• performing Administrative duties: 5 years (Required)
• Microsoft Word and Excel : 1 year (Preferred)

Work Location: In person