Description

For over 65 years, UCS has been providing exceptional and thoughtful care to individuals and families in our community through programs, services, and educational opportunities. Our staff includes positions such as administration, clinicians, nurses, teachers, case managers, psychiatrists, and direct support providers who work within our 15 facilities to support over 3,000 individuals annually. We are proud to be part of Vermont Care Partners, a network of sixteen agencies that provide mental health, substance use disorder, and developmental-disability services and supports in every county in Vermont. We are looking for team players to join us in making a difference in the lives of others and building a stronger community. 

• Career development opportunities
• Generous Benefits
• Health, Dental and Vison Insurance
• Retirement Plan with employer match
• Paid Vacation and Sick leave
• Competitive Pay
• Award winning worksite wellness program
• An inclusive workplace supported by an active Equity and Inclusion committee
• Employee Assistance Program
• Rewarding experience making a difference in the community
• Smart casual dress code
• Flexible working options may be available

Qualifications:

• High School Diploma or Equivalent
• Advanced office knowledge and 1 year of administrative experience working in a front desk, support capacity
• Valid Driver's License

Requirements

The Office Administrator provides support services to the administrative and clinical staff of the agency. This position provides exceptional customer service to internal and external customers. The Office Administrator possesses clear communication skills, office proficiency, organization skills, and attention to detail as well as the ability to work in a team environment.

Major Responsibilities

RECEPTIONIST/CALL CENTER: The Office Administrator is Responsible for greeting clients, guests, and staff in an appropriate manner. Answers incoming calls, calmly assesses the need of the caller, and appropriately routes incoming calls, taking messages when necessary. May place outgoing calls as appropriate.

CLIENT AND STAFF ENGAGEMENT: The Office Administrator Checks in all clients as they present for their appointments using the electronic health record. Collects fees and enters payments into the electronic health record. Routinely asks for and updates client information including phone number, email and physical address and insurance coverage in the electronic health record. Sets up onsite telehealth appointments as appropriate. Notifies providers that their clients have arrived. Provides administrative support for programs that are site specific. Supervises lobby and waiting room area assuring minimal wait time for clients accessing services. Maintains balanced change level in cash drawer.

BUILDING HEALTH AND SAFETY: The Office Administrator Acts as a member of the Health and Safety Committee, conducts monthly safety drills for the building, ensuring staff and client safety. Performs monthly pendant tests, recording the information into the pendant test log. Works closely with facilities regarding building and safety related concerns such as pest control, SDS, reporting any hazards or concerns. Maintains the first aid kit, performing monthly checks. 

SCHEDULING: The Office Administrator is schedules clinical appointments for providers in the electronic medical record. This includes reviewing scheduling reports and resolving scheduling conflicts. Follows all scheduling guidelines as specified in the agency process and in alignment with KPI.

CLERICAL:   The Office Administrator Provides clerical support for agency staff, prepares materials including, but not limited to, management reports; meeting minutes; correspondence; mailing lists; agendas and agency forms. Works in cooperation with the administrative services staff to assure the smooth running of the office systems. Prepares and maintains both paper and electronic files. Files, copies, and faxes materials as needed. Disseminates information both in-house and outside, as appropriate. Sorts and processes mail and compiles information for the completion of projects and reports. Completes client appointment text/phone call reminders and reviews appointment status to ensure all appointments are noted appropriately in the electronic medical record.

Provides clerical support for agency staff, prepares materials including, but not limited to, management reports; meeting minutes; correspondence; mailing lists; agendas and agency forms. Works in cooperation with the administrative services staff to assure the smooth running of the office systems. Prepares and maintains both paper and electronic files. Files, copies, and faxes materials as needed. Disseminates information both in-house and outside, as appropriate. Sorts and processes mail and compiles information for the completion of projects and reports. Completes client appointment text/phone call reminders and reviews appointment status to ensure all appointments are noted appropriately in the electronic medical record.

RECORD KEEPING: The Office Administrator is responsible to maintain the daily attendance sheet for staff. Enters and reconciles day’s receipts in the electronic fee sheet and forwards payments and receipts to Finance and the First Party A/R Specialist respectively.

MISCELLANEOUS: The Office Administrator Opens and closes the facility following the agency’s checklists. Calmly responds to emergency situations and helps maintain safety for our clients and staff. Coordinates agency events and meetings, providing needed extras. Works closely with the Office Manager in resolving issues and initiating new procedures. Oversees the waiting area ensuring cleanliness. Maintains the beverage cart ensuring adequate supplies. Assists with helping providers resolve computer, copier, and printer issues. Orders and maintains appropriate level of office supplies. Available to work at other agency front office sites as needed to ensure adequate coverage. Completes the pre service audit process.