Administrative Assistant Job at PHMC in Philadelphia

PHMC is proud to be a leader in public health. PHMC requires all employees to be fully vaccinated for COVID-19 before the first day of employment. We will offer the vaccination at no cost via our Health Centers.SERVICE AREA: Mental Health ServicesSUBSIDIARY: The Center for Autism (CFA)JOB OVERVIEW: The Administrative Assistant is primarily responsible for all administrative support for evening services (Social Competency Program, STEP, Outpatient Therapy Clinic, and Evaluation Services).HOURS: Monday through Thursday from 11:00 A.M. to 7:00 P.M.; Saturday from 9:30 A.M. to 2:30 P.M.REPORTS TO: Administrative Intake ManagerRESPONSIBILITIES:Essential Duties & ResponsibilitiesProvide front desk coverage Monday through Thursday 3:00-7:00 P.M. and Saturday 9:30 A.M. to 2:30 P.M.Interact professionally and proactively with clients, visitors, and staff.Check in clients and obtain any paperwork needed and ensure EHR records are up to date.Maintain/manage transportation information and updates for STEP/SC clients.Answer and direct incoming calls/faxes to the appropriate party promptly and efficiently and handle all correspondence for evening/weekend services.Be responsible for registering checks and handling cash at the front desk.Be responsible for sending outreach letters to clients.File, copy, scan, and perform other administrative documentation as needed.Maintain client attendance records/completion of billing sheet that records bus times.Maintain and document contact regarding appointment no-show log.Manage, sort, and distribute mail, packages, correspondence, and electronic communications for staff.Perform additional duties as assigned by the Administrative Manager.Actively look for ways to support the staff with various administrative or project-related tasks.Ensure scheduling on Credible is up to date.Handle requests for scheduling/rescheduling needs onsite, including no-shows and cancellations.Check inventory and maintain reception area and storage spaces to meet appearance standards.CommunicationExpress oral information clearly and concisely.Express written information clearly, concisely, and legibly.Use effective listening skills: pay attention, give thoughtful consideration, and demonstrate regard for the feelings and needs of others.Take responsibility for the clarity of information conveyed and received.Communicate using tact, discretion, and diplomacy at all times.Convey relevant information in a timely way.ProfessionalismRegular and timely attendance at workEffective time management: prioritize and organize activities and tasks so that work is completed in a timely mannerTimely attendance at meetingsConsistent, independent completion of assignmentsDemonstrate an understanding of the role, the boundaries of the role, and how the role fits into the organization.Take ownership and responsibility for the role.Follow established policies and procedures.Accurately represent the Center's philosophy and values.Maintain the Center's standards of quality.Take responsibility for own learning and professional development.Actively participate with supervisor in the performance management process.TeamworkDemonstrate awareness of responsibility towards a common goal.Demonstrate a clear willingness to help in all work situations.Adapt to changing demands.Present suggestions in a constructive and objective manner.Recognize and value the contributions of others, demonstrating regard for multiple perspectives.Work to create group cohesion.Problem-SolvingAssess problems with accuracy.Based on assessment, make decisions best suited to meeting the needs of the situation.Discern between immediately pressing situations and longer-term ones.Mitigate problem situations by using a constructive, professional approach.When necessary and suited to the context, gather additional information and consult other resources.Consider other perspectives and multiple options.Generate alternative approaches to problems.Implement solution(s) effectively.Demonstrate awareness of consequences and/or implications of judgments.IntegrityDeal with others in a fair, honest, and straightforward manner.Honor commitments.Demonstrate trustworthiness.Take responsibility for failures and share credit for successes.Demonstrate high ethical standards.Caring and EmpathyDemonstrate interest/concern on behalf of another person.Demonstrate sensitivity to the feelings, thoughts, and experiences of others.Demonstrate an understanding of the importance and unique qualities of others without regard to gender, race, or other defining characteristics.Cultural CompetencyDemonstrate respect for, understanding of, and knowledge of the differences among people as they relate to values, lifestyles, norms, beliefs, and opportunities.Demonstrate an awareness of one's own culture and how it impacts his/her perspective and interactions with others.OtherTake responsibility for the neatness of personal space.Report safety hazards.QUALIFICATIONS:Minimum of a high school diploma or equivalentMinimum of one year of relevant experienceComputer skills and familiarity with current software productsAccurate typing skills with a minimum typing speed of 45 WPMExcellent communication and organizational skillsEmployee must have the physical ability to work on a computer, use a phone, and perform other standard office duties.CONFIDENTIALITY:It is the policy of The Center for Autism that Clinical Records are the property of The Center for Autism and shall be current and accurate. Clinical records are only accessible on a need-to-know basis and may not be duplicated, removed from the facility, or discussed outside the facility. Any staff member who is entrusted with a clinical record is responsible for safeguarding the information in the record against loss, defacement, tampering, or use by unauthorized persons.Progress notes have to be secured at all times.Except as required by law, the written consent of the client, parent, family, or other legally responsible parties is required for the release of clinical record information.SALARY GRADE: 14PHMC is an Equal Opportunity and E-Verify Employer.Equal Opportunity Employer/Protected Veterans/Individuals with DisabilitiesThe contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)