Program Secretary (Union) 26-61

<strong>Sanilac County CMH embraces an employment environment that promotes recovery and discovery, a person-centered approach to treatment/services, and cultural competence.&nbsp;<br /><br />Join our team today!</strong>

Michigan

Sanilac County Community Mental Health

<p><strong>Sanilac County Community Mental Health Authority (SCCMH) is a CARF accredited public provider of managed mental health and developmental disability services. With St Clair, Genesee and Lapeer counties, SCCMH is a member of Region 10, a 4 county public mental health alliance which provide mental health services to persons eligible for Medicaid benefits under a capitated funding agreement. Sanilac County CMH embraces an employment environment that promotes recovery and discovery, a person-centered approach to treatment/services, and cultural competence. An employee in this or any position is expected to support the employment environment. This includes having lived experience with behavioral health issues.<br /><br />See our full list of openings <a href="https://recruiting.ultipro.com/SAN1014SCMHA/JobBoard/a547ade3-b9e2-4664-a826-a65e773c1847/?q=&amp;o=postedDateDesc" target="_blank" rel="noopener noreferrer">here.</a><br /></strong></p> http://www.sanilaccmh.org/

keywords: position summary,receptionist,administration,assist,management,compliance,education & experience,skills,knowledge,license

Full-Time

$18.40/HR-$23.30/HR; Annual: $38,271.12-$48,469.25

Overview: Under the direction of the Executive Administrative Assistant, these positions are responsible for providing support and assistance to assigned programs as outlined.<br /><br /> <p><strong>COMPETENCIES FOR ADMINISTRATIVE STAFF</strong></p> <p>Sanilac CMH staff are dedicated to providing services to the community to improve lives. When they see a task that needs to be completed, they step in to assist or are first in line to help the Agency in promoting recovery, discovery, and independence. Each staff member works within their strengths and collaborates with their coworkers so that collectively we are a stronger whole. Staff provide positive feedback and suggestions to improve the quality of care in the Agency. They hold their co-workers, the individuals they serve and the community in high esteem.</p> <p>&nbsp;</p> <p>To perform the job successfully, an individual should demonstrate the following competencies:</p> <p><strong>&nbsp;</strong></p> <p><strong>Initiative/Organization/Reasoning:</strong></p> <ul> <li>Takes initiative and steps in to take on difficult challenges.</li> <li>Willing to identify problems and work to resolve them in the early stages.</li> <li>Plans and organizes work activities and uses time efficiently.</li> <li>Properly organizes and carries out job tasks in a timely manner.</li> <li>Is a self-starter in attaining job objectives.</li> <li>Know and understands job expectations and is willing to expand job knowledge and skills to be more effective to the Agency and the individuals served.</li> <li>Is enthusiastic about the Agency&rsquo;s Mission and is a positive influence for co-workers and individuals served.</li> <li>Demonstrates an understanding of and adherence to Agency policies and procedures and is willing to provide suggestions to make policies and procedures more efficient.</li> <li>Is willing to think outside of the box while able to make sound decisions and taking actions based on sound reasoning and weighing possible outcomes.</li> </ul> <p>&nbsp;</p> <p><strong>Ethics/Teamwork:</strong></p> <ul> <li>Consistently treats all people with dignity and respect.</li> <li>Demonstrates expected ethics and principles.</li> <li>Accepts responsibility for actions and follows through on commitments.</li> <li>Demonstrates ability and willingness to work cooperatively and effectively as part of a team.</li> <li>Willingly acknowledges team members and co-workers&rsquo; value to your work.</li> </ul> <p><strong>&nbsp;</strong></p> <p><strong>Emotional Intelligence:</strong></p> <ul> <li>Verbal and written communication is constructive, effective, respectful, and clear.</li> <li>Demonstrates the ability to adapt to changes in work situations.</li> <li>Willing to take the time to learn about co-workers&rsquo; personalities so that working together is more effective.</li> <li>Willingness to ask questions, listen to others&rsquo; ideas, and understand how the impact of your work impacts your co-workers/team.</li> <li>Establishes and maintains effective relationships.</li> <li>Willing/Able to be cost conscious</li> <li>Staff are expected to learn and understand job functions and carry out tasks in a proficient manner.</li> </ul>
Responsibilities: <ul> <li>Receptionist duties at office location including greets and directs individuals receiving services and visitors.</li> <li>Maintain a tidy and welcoming lobby.</li> <li>Responsible for scheduling appointments for Agency staff at that location, including rescheduling appointments when cancellations occur; responsible for notifying staff/program of cancellations.</li> <li>Responsible for completing Intake Screenings as necessary.</li> <li>Assists staff in obtaining information on clients through telephone contacts including intakes, referrals, and crisis referrals.</li> <li>Administratively open cases as necessary in the EMR/OASIS.</li> <li>Maintain database to track SED Waiver, Family Subsidy, and Children&rsquo;s Waiver eligibility and assist staff with the application process.</li> <li>Assists those leaving the department by answering questions as needed, collecting ability to pay payments/copays; scheduling follow-up appointments as needed; verifying demographic and eligibility information in applicable computer system, etc.</li> <li>Responsible to input and update individual information in OASIS according to Agency standards.</li> <li>Required to attend assigned meetings; prepare agenda, take minutes, compile and distribute meeting minutes.</li> <li>Compose and send correspondence as necessary to complete job duties.</li> <li>Provide clerical support for supervisors and clinical staff as needed.</li> <li>Completes Fee Assessments for respective programs.</li> <li>Assists with Annual Customer Satisfaction Survey.</li> <li>Responsible for assisting in training clerical staff as assigned. Responsible for knowing and understanding building opening and closing procedures.</li> <li>Assists with internal and external audits as needed.</li> <li>Responsible for posting current Agency policies/procedures/forms on the Agency web page and distributes notice to staff when new or updated policies/procedures/forms have been approved.</li> <li>Backup to the Clinical Records staff for maintenance of the EHR and completing records releases in her absence.</li> <li>Responsible for maintenance of forms, rosters, schedules, tickler files, applicable departmental goal tracking as needed to ensure timeliness, comprehensiveness and accuracy of individual charts, consents, reviews, reports, etc.</li> <li>COFR Responsibilities: Adding authorizations for any COFR Individuals</li> <li>Acts as primary support for the 1915(i)SPA Waiver.</li> <li>Responsible for providing clerical support to the Privileging and Credentialing process.</li> <li>Maintains and distributes Agency Phone List.</li> <li>Attends clerical staffing meetings as assigned.</li> <li>Second Level of the Agency phone tree.</li> <li>Backup coverage for Protocall Reports distribution.</li> <li>Provides coverage for other secretaries/receptionists as directed.</li> <li>Prepare business cards as requested.</li> <li>Responsible for mailbags and interoffice mail for respective department.</li> <li>Completes central purchasing duties for site/program.</li> <li>Responsible to monitor the printer and FAX machine.</li> <li>Reminder calls/texts and follow up as assigned.</li> <li>Conference room scheduling.</li> <li>Support Community Relations as needed.</li> <li>Assists with Finance scanning project when time allows.</li> <li>Perform other duties as assigned.</li> </ul> <p>&nbsp;</p> <p><strong><em>Clinical Services Program Secretary located at Ehardt Center is also responsible for providing clerical support to Clinical Services, which includes, but is not limited to:</em></strong></p> <ul> <li>Responsible for maintaining the In and Out Board for the Program.</li> <li>Schedules car washes/safety checks for Agency vehicles.</li> <li>Maintains schedule for use of Agency vehicles.</li> <li>Verify demographic and eligibility information for individuals receiving services from Clinical Services.</li> <li>Maintains schedule for use of site conference rooms.</li> <li>Maintains and distributes Groups schedule.</li> <li>Protocall Reports distribution.</li> <li>Maintains and monitors the Surfaces, Mi-Fi&rsquo;s and Garmin located at that site.</li> <li>Maintains the Public Guardian folder.</li> <li>Clerical Support for the Consumer Advisory Board meetings.</li> <li>Backup for HAB Waiver and Model Payments.</li> <li>Backup for Clinical Divisional and Behavior Treatment Committee meetings.</li> <li>Responsible for scheduling interpreter services, setting up the VRI cart and approving coordinating service billings.</li> <li>Responsible for managing, balancing and submitting to the Finance Department the petty cash funds for Clinic Services as assigned.</li> <li>Serves as Rights Advisor for the Ehardt Center.</li> </ul> <p>&nbsp;</p> <p>&nbsp;</p>
Requirements: <p><strong>EDUCATION and/or EXPERIENCE</strong></p> <p>High school diploma or general education degree (GED); and two or more years of related experience and/or training; or equivalent combination of education and experience. Candidate must have excellent computer skills including a working knowledge of Word, critical thinking, general grammar, and dictation. A typing speed of 40 wpm is preferred. The ability to exercise discretion, customer service and independent judgment is required.</p> <p>&nbsp;</p> <p><strong>LANGUAGE SKILLS</strong></p> <p>Ability to read and interpret documents such as safety rules, operation and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.</p> <p>&nbsp;</p> <p><strong>MATHEMATICAL SKILLS</strong></p> <p>Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, percentages, and to draw and interpret bar graphs.</p> <p><strong>&nbsp;</strong></p> <p><strong>REASONING ABILITY</strong></p> <p>Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.</p> <p>&nbsp;</p> <p><strong>CERTIFICATES, LICENSES, REGISTRATIONS</strong></p> <p>Valid Driver's License</p> <p>&nbsp;</p> <p><strong>OTHER SKILLS AND ABILITIES</strong></p> <p>Ability to use basic office machines. Ability to exercise discretion and independent judgment. A commitment to safeguard recipient's rights. Ability to organize time and prioritize tasks.</p> <p>&nbsp;</p> <p><strong>PHYSICAL DEMANDS</strong></p> <p>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.</p> <p>&nbsp;</p> <p>While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk or hear. The employee frequently is required to walk. The employee is occasionally required to stand; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.</p> <p>&nbsp;</p> <p><strong>WORK ENVIRONMENT</strong></p> <p>The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.</p> <p>&nbsp;</p> <p>The noise level in the work environment is usually moderate.</p>