Administrative Assistant

Description:

POSITION SUMMARY:

To assist in managing the central office functions of the Employee Assistance Program, including customer service, finance (A/P and A/R), database information and marketing needs. This position supports the department in a wide variety of tasks and helps to ensure the smooth operation of administrative functions and delivery of customer service as well as provides desktop publishing for internal and external marketing including web page development. This position will represent ABH® and its services in a positive and professional manner and adhere to ABH®’s best practices, guidelines, policies and procedures as established, promoting ABH® as a leader in behavioral healthcare in all interactions and work.

DUTIES AND RESPONSIBILITIES:

With the Business Coordinator, is responsible for overall accounting function for two separate systems:  Behavioral Health Connecticut, and the Middlesex Hospital Joint Venture.

  • Manages complete accounting cycle (A/P and A/R) to collect data from many different sources to ensure proper billing is completed;
  • Prepare monthly and quarterly invoices for companies and sub-contractual arrangements for other EAP providers;
  • Maintain accounts payable for consultants and approximately 160 network affiliates. Maintains good customer relations with affiliates;
  • Post receivables and prepare aging reports;
  • Prepare monthly/quarterly reports based on revenue and billing for BHC and Middlesex contracts;

With the Business Coordinator, is responsible for managing the information needs of the department, multiple company clients, three systems and Critical Incident Stress Management team activity:

  • Designs and maintains complex systems for collected, processing and reporting of program activity for internal program and customer needs using advanced spreadsheets and databases;
  • Collects client activity, demographic and programmatic information, supervisor contacts, groups, workshops and tip requests for reports;
  • Design standard and customized Program Activity Reports to meet customer needs, including tracking of hours spent on certain activities, number of sessions and time spent per case;
  • Design and oversees Client Satisfaction Survey system;  including emailing and/or mailing surveys on a periodic schedule and recording results for calculation;
  • Creates and oversees maintenance of Contact Management Database for marketing;

With the Business Coordinator, is responsible for customer service interface of central office:

  • Designs and oversees system for responsive delivery of services at several offices and with approximately 160 network affiliates;
  • Customer service response, answering and triage of phone calls, scheduling appointments in several EAP offices;
  • Ensures appropriate response time for routine, urgent and emergency requests;
  • Makes referrals to network providers, documents and follows up;
  • Assesses severity of request and triages to appropriate resource in a timely manner to meet or exceed customer expectations;
  • Researches and fulfills information requests for life management and work/life situations;
  • Handles initial requests for other direct services including management referrals, workshops and CISM services;
  • Interacts with and maintains professional relations with provider network to ensure efficient delivery of service and payment to affiliates;
  • Performs a wide variety of administrative and support tasks, including, but not limited to, composes and types correspondence involving routine and complex matters, fields telephone calls, scheduling conference rooms, prepares, copies and designs handouts & flyers for workshops, orientations, CISM/grief groups and marketing materials.  Organizes and prepares Health Fair displays;
  • Utilizes all common office equipment, including, but not limited to, computer, copier and fax
  • Receives, opens and distributes daily mail, including responding to routine correspondence and requests;
  • Troubleshoots situations using sound business judgment and independent decision making;
  • Maintains excellent high level of confidentiality involving co-workers and other clients;
  • Maintains excellent customer relations with all levels of client companies by responding appropriately to service requests.
  • Supports provider relations activities including creating and editing newsletter, recruiting new providers and maintaining files. Maintains positive relations with providers and creates linkages with EAP team;

With the Business Coordinator, is responsible to project a professional image of all Solutions materials:

  • Using desktop publishing, designs requested printed material (proposals, newsletters, flyers, ads, posters, etc.) for internal and external marketing purposes;
  • Assist with the planning, design and development of the Solutions website;
  • Sends out E-tips weekly, proofs, adds visuals, creates summary handouts, and maintains email distribution list;
  • Assisting with design of EAP newsletter, sorting and distribution to 120 client companies;
  • Maintains confidentiality of all client protected health information and adheres to all HIPAA related to policies and procedures;
  • Demonstrates ethical behavior and cultural sensitivity in all activities involving individuals of diverse backgrounds;
  • Performs other tasks/responsibilities as required to support the business operations.

EDUCATION AND EXPERIENCE REQUIREMENTS:

  • High School diploma or GED required;
  • Bachelor’s Degree in accounting or marketing preferred but a combination of related education and work experience;
  • 4 – 6 years prior work experience using databases, desktop publishing and accounting functions required;
  • Prior experience working with employee assistance programs or similar behavioral health program preferred;
  • Attends annual Conflict of Interest training.

KNOWLEDGE/SKILLS/ABILITIES:

  • Demonstrated broad knowledge of mental health and substance abuse diagnosis and treatment;
  • Excellent customer service skills especially with an EAP and/or behavioral health client population;
  • Strong attention to detail; ability to work on multiple tasks and meet deadlines;
  • Good organizational and problem-solving skills;
  • Strong written and verbal communication skills;
  • Excellent PC skills with demonstrated experience using Microsoft Office Package (MS Word, Excel, Power Point, Access, Outlook); internet;
  • Desk-top publishing skills using Publisher and Word;
  • Ability to operate standard office equipment;
  • Demonstrated knowledge of office administration, planning and records management;

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We are an Equal Opportunity Employer.


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Advanced Behavioral Health, Inc.

213 Court Street
Middletown, CT 06457

Phone: (860) 638-5309
Fax: (860) 638-5302