Overview
Administrative Assistant/Pathways Jobs in Chicago, Illinois, USA at Ada S. McKinley Community Services, Inc
Position: Administrative Assistant (Pathways)
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Basic Function: Provides program information, directs incoming calls, manages and monitors reception areas, coordinates appointment schedules for staff, and performs various data entry and general office tasks in a team environment. Follows and enforces in-office safety protocols to maintain a safe and secure work environment. Provides support for other work areas as necessary.
Reporting Relationship
Reports to: Pathways to Success Program Manager
Supervises: None
Principal Duties/Responsibilities
Receive and screen incoming calls, take messages, and respond to inquiries with some independent judgment.
Greet and direct clients and callers, relaying program information as appropriate.
Operate multi-line phone systems and office equipment such as copiers, postage machines, and fax machines.
Represent the organization professionally and courteously.
Provide program information, education, and support to client families.
Link Pathways families with outpatient services as needed.
Complete enrollment for new clients and review existing client enrollments.
Schedule and coordinate client appointments in the electronic health record system.
Coordinate staff schedules and update information in designated repositories.
Notify staff of scheduled appointments and follow-up needs.
Verify client eligibility and insurance coverage.
Provide reminder calls to clients and families about upcoming appointments.
Create and manage documents using Word, Excel, Adobe, and cloud-based platforms.
Update demographic information and necessary documents.
Participate in training and supervision sessions.
Provide front desk coverage and conduct safety screenings for all entrants.
Display signage, certificates, and program information in common areas as directed.
Maintain organization and multitask effectively.
Manage inventory and assist with ordering office supplies and promotional items.
Process invoices and assist with scheduling stakeholder meetings, including taking minutes.
Collaborate with the Community Resource and Relations Coordinator to plan community events.
Maintain confidentiality and comply with HIPAA regulations.
Report incidents, violations, problems, or concerns to supervisors and appropriate staff.
Participate in safety trainings and exercises as part of the safety team.
Scan, fax, or enter documentation as needed and create or update documents and forms.
Perform other duties as assigned, including opening and closing the building.
Requirements
High school diploma or equivalent; knowledge of community resources and computer applications.
At least one year of experience in a medical or clinical office setting.
Fluency in English and Spanish preferred.
Must be cleared by the State of Illinois for child abuse/neglect history and pass background, fingerprinting, and criminal checks.
Demonstrated competence in oral, written, and electronic communication.
Familiarity with desktop computers, mobile devices, and related technology.
Mental/Physical Demands
Ability to follow instructions, handle multiple variables, and work on a computer for extended periods. Physical requirements include sitting, standing, walking, and lifting up to 25 pounds occasionally. Vision abilities include close, distance, color, and depth perception.
Environmental Conditions
Ability to work remotely if approved, with adherence to safety protocols when onsite.
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Title: Administrative Assistant/Pathways
Company: Ada S. McKinley Community Services, Inc
Location: Chicago, Illinois, USA
Category: Administrative/Clerical (Healthcare Administration), Healthcare (Healthcare Administration)
