Administrative Support Specialist

Description

Position Summary: The Administrative and Data Specialist works within the administrative team at VOA Outpatient Treatment Services. The Specialist’s primary functions are to provide professional administrative support (50%) and to enter and/or compile client and program data into various internal and external systems (50%). This position also serves as a backup to the admissions team, providing reception and admission services.

Education, Training and Experience:

• High school diploma or GED required (note that relevant experience may be substituted in lieu of a diploma or GED).
• Minimum one-year experience working in an office environment, preferably a clinical setting.
• Experience using Word, Excel, database, and/or electronic health record systems.
• Familiarity with HIPAA and 42 CFR Part 2 confidentiality protocols preferred.

Competencies:

• Intermediate Microsoft Office Suite skills.
• Excellent verbal and written communication skills.
• Excellent data entry skills, with a high degree of accuracy and speed.
• Ability to plan, prioritize, and follow through on assigned tasks.
• Proficient in English language.
• Ability to edit, proofread, and review documents for accuracy, clarity, and grammatical use.

Additional Eligibility Requirements:

• Must pass DHS criminal background check.

Essential Duties and Responsibilities:

• Provide administrative and project support for Outpatient Services as assigned by the Operations Manager.
• Collect and input data for clients using Excel, electronic medical record, and other data collection systems (including but not limited to feedback informed treatment system).
• As directed, compile and submit reports for internal and external users.
• Work closely with the administrative team to help coordinate the collection and entry of client intake data.
• Provide backup support to the admission and front desk team, when needed.
• Enroll clients into Oregon Health Plan.
• Verify and update insurance information and help resolve insurance issues.
• Coordinate with community partners to upload appropriate insurance enrollment forms.
• Assist with UA reporting and data collection.

Other Duties:

• Perform other duties and special projects as assigned by the Director of Administrative Services.

Supervisory Responsibility: Position is not responsible for supervision of other employees.

Work Environment:

• Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • While performing the duties of this job, the employee is consistently required to sit most of day, stand, walk, use hands and fingers to handle or feel objects and keyboard, reach with hands and arms, balance, stoop, kneel, talk or hear.
  • The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision and the ability to adjust focus.
• Environmental Conditions: Work takes place in a behavioral health treatment facility with moderate light and sound.

Position Type/Expected Hours of Work: This is a full-time position; 40 hours per week; Monday thru Friday 8:30 a.m.-5:30 p.m.

The above statements are intended to describe the general nature and level of work being performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities required for this position.

Qualifications