Receptionist - Accounting & Administrative Assistant
SUMMARY:
The receptionist/administrative assistant is to perform reception, filing, data entry, clerical, administrative and ancillary support functions. All his/her activities as an employee of MHRS will be performed in an ethical, professional manner and in accord with the policies and procedures of MHRS and will be subject to the direct supervision of the Office Manager.
ESSENTIAL JOB FUNCTIONS:
1 Perform Receptionist duties:
· Depending on shift worked, perform building opening or closing procedures
· Greet clients professionally and cheerfully
· Assist in coordinating the maintenance of the MHRS building and grounds
· Answer phone calls, make and/or change appointments for clients. Take/post messages and to-dos in InSync, transfer calls/send calls to voicemail
· Phone clients for appointment changes and cancellations
· Ensure HIPPA guidelines and procedures are followed at all times
· Enter new client’s initial information in InSync, scan photo ID and insurance card. Ensure Intake paperwork is complete and give to Office Manager to enter the remaining data
· Check in clients, collect client fees, issue receipts
· Assist psychiatric staff as needed
· Refer crisis and hospital consultation calls and walk-in clients per MHRS crisis handling steps.
2. Perform electronic filing duties:
· Scan and electronically file all "to be filed" materials in a timely manner to be completed weekly
· Maintain client charts in orderly fashion, using the MHRS master guidelines for recordkeeping
· Scan and electrically file incoming mail, and invoices.
3. Perform clerical duties:
· Update electronic records for demographics as needed. Work with clients to update financial records each year.
· Maintain office supplies as needed, obtaining needed PO Requests and authorizations
· Maintain office forms
· Daily, run credit card batch reports and prepare daily bank deposits; take deposit to bank when needed
· Daily, prepare outgoing post. When needed - take to post office; pick up incoming mail
· Document and send faxed documents; route incoming faxes as appropriate – following all HIPPA regulations
· Attend all Administrative Team, All-Staff meetings and participate in CARF team meetings as assigned
· Perform miscellaneous duties as assigned by the Office Manager or Financial Director
· Work with the Executive Director on specific assignments
4. Perform accounting duties:
· Reconcile and record daily deposits. Take cash deposits to the bank, print checks.
· Reconcile petty cash accounts at each location.
· Enter invoices for approval.
· Maintain accurate written procedures for duties performed, updating as necessary
MINIMUM QUALIFICATIONS:
1. A high school diploma.
2. Two years of college or the equivalent in post-high school training, and/or two years of work experience in a business office, performing at least some of the tasks required for this position.
3. A clear understanding of, and commitment to, the principles of confidentiality in mental health work.
WORK ENVIRONMENT:
The Administrative Assistant will work primarily in the office of MHRS. However, when administrative duties require it, he/she will perform some duties outside of MHRS at appropriate locations within the community.
I have read and understand my job description and agree to fulfill these responsibilities. I understand that a signed copy of this job description will be placed in my personnel file and I have received a copy.
This employee handbook is not a contract of employment or part of a contract of employment with MHRS. No employee, volunteer, or student has any contractual right to any matter set out in this handbook. All employees are employed at will and they or MHRS may terminate their employment at any time with or without notice or cause.