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Company Contact Info

  • 440 William F McClellan Highway
    Boston, MA 02128
  • Chris Ezzo
  • Phone: 413-846-0445

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Administrative Assistant

Gandara Center • Boston, MA

Posted 2 months ago

Job Snapshot

Full-Time
Travel - Negligible
Experience - 7 years
Degree - High School
Social Services
Admin - Clerical

Job Description

Job Title: Administrative Assistant

Department: CSA/CBHI   

Reports To:  Regional Director(s)  

Employment Class: NB, Full-Time, Non-Exempt

We're looking for an Administrative Assistant for our Community Service Agencies [CSA] & our Children’s Behavioral Health Initiative [CBHI] Department. The Administrative Assistant would be responsible for the following:

IN-HOME THERAPY (IHT) AND THERAPEUTIC MENTORING (TM):

 Responsible for Intakes for In-Home Therapy and Therapeutic Mentoring Services

o  Receive referrals over the phone, fax or e-mail and forward them to Clinical Triage Screener.

o  Complete waitlist spreadsheet for IHT and TM

o  Check insurance eligibility for IHT and TM clients

o  Call families confirming interest in services

o  Check eligibility of IHT and TM clients and send email with updates to supervisors and Clinical Director

o  Answer phone calls or emails to referral sources requesting information of the referrals they sent

 Updates IHT and TM tracking spreadsheet, productivity spreadsheet & caseload trackers.

 Updates lists of IHT and TM clients

 Updates IHT and TM staff on a weekly basis for re-authorizations due dates, and unit volumes.

 Updates MABHA weekly & monthly reports [weekly report due on Wednesdays].

 Completes Youth monthly waiting report

 Oversees vacation requests; completes check requests.

 Makes copies of training material for new hires

 Makes folders for IHT and TM clients

 Orders office supplies; Manage petty cash and request reimbursements

 Opens and closes IHT and TM cases in ClaimTrak; updates client information in ClaimTrak.

 Enters re-authorizations for IHT and TM clients into ClaimTrak.

 Complete Monthly Safety Report for Boston’s office

 Arrange file cabinets (open and closed cases)

 Keeps Boston Directory updated

 Requests food for activities

 Calls or writes to office’s landlord (maintenance, parking permits, etc.)

 Requests Toys for Tots (or any other agency) at the end of every year

 Completes other tasks requested by the Clinical Director

IN HOME BEHAVIORAL SERVICES:

 Receives activity weekly logs

 Updates IHB unit tracking spreadsheet every week

 Sends a weekly email to IHB staff letting them know when authorizations and/or additional units should be requested.

 Receives authorizations or additional units.

 Enters the information in ClaimTrak and unit tracking

 Checks the authorizations information in the Insurance’s Web.

 Closes Cases in ClaimTrak and file records in the closed cabinet.

ADMINISTRATIVE ASSISTANT REQUIREMENTS:

 Proven admin or assistant experience

 Knowledge of office management systems and procedures

 Excellent time management skills and ability to multi-task and prioritize work

 Attention to detail and problem solving skills

 Excellent written and verbal communication skills

 Strong organizational and planning skills

 Proficient in MS Office

 At least 7 years of experience in the field or in a related area

 High school diploma or equivalent; college degree preferred

ADMINISTRATIVE ASSISTANT TOP SKILLS AND PROFICIENCIES:

 Reporting Skills

 Administrative Writing Skills

 Microsoft Office Skills

 Analysis

 Professionalism

 Problem Solving

 Supply Management

 Inventory Control

 Verbal Communication

 Office Administration Procedures

 Typing Skills

 Attention to Detail

 Accuracy

 Multitask

 Telephone Skills

 Teamwork

 Discretion and Judgment

 Patience

BENEFITS:

 Retirement Plan 403(b)

 Health Insurance

 Dental Insurance

 Vision Insurance

 Life Insurance

 Paid vacations

 11 paid Holidays & 8 discretionary days a year

 Hiring Bonus program!

Please forward your resume and/or cover letter to Freddy DeJesus Jr. at fdejesus@gandaracenter.org

, or Gandara Careers at careers@gandaracenter.org.

Job Requirements

ADMINISTRATIVE ASSISTANT REQUIREMENTS:

·         Proven admin or assistant experience

·         Knowledge of office management systems and procedures

·         Excellent time management skills and ability to multi-task and prioritize work

·         Attention to detail and problem solving skills

·         Excellent written and verbal communication skills

·         Strong organizational and planning skills

·         Proficient in MS Office

·         At least 7 years of experience in the field or in a related area

·         High school diploma or equivalent; college degree preferred

ADMINISTRATIVE ASSISTANT TOP SKILLS AND PROFICIENCIES:

·         Office Administration & Reporting

·         Administrative Writing Skills

·         Accuracy, Problem Solving & Analysis

·         Inventory Control & Supply Management

·         Professionalism and Telephone skills

 

BENEFITS:

  • Retirement Plan 403(b)
  • Health Insurance
  • Dental Insurance
  • Vision Insurance
  • Life Insurance
  • Paid vacations
  • 11 paid Holidays & 8 discretionary days a year
  • Hiring Bonus program!

Please forward your resume and/or cover letter to Freddy DeJesus Jr. at fdejesus@gandaracenter.org, or Chris Ezzo at cezzo@gandaracenter.org.

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