Administrative Specialist

Job Title: Administrative Specialist
Department/Program: Outpatient Mental Health Services
Location: Beaverton
Reports to: Assigned Supervisor
FLSA status: Non exempt/hourly
Salary: $20.06/hr. - $22.09/hr. (Bilingual Spanish - $21.86/hr. - $24.07/hr.)
Morrison Child and Family Services: We are a Joint Commission and Sanctuary accredited non-profit organization that provides a comprehensive array of services to children, adolescents, and their families. As an agency, Morrison, its team members, and clients commit to the following values of trauma-informed care:
Nonviolence - being safe and doing the right thing
Emotional Intelligence - managing our feelings so we don’t hurt ourselves or others
Social Learning - respecting and sharing ideas of our teams
Democracy - shared decision making whenever possible
Open Communication - saying what we mean and not being mean when we say it
Social Responsibility - everyone makes a contribution to the organizational culture
Growth and Change - creating hope for our clients and ourselves
Job Summary:
The Administrative Specialist is responsible for performing multifaceted general administrative supports for Outpatient Clinic(s).
Responsibilities and Duties:
Assists with daily administrative operations of the clinic including but not limited to: opening and/or closing the clinic; scheduling clients; making reminder calls; performs verification checks of client eligibility of insurance and authorization for services; checking in clients/families/visitors and directing them to the waiting area or meeting room; informing staff of client/visitors’ arrivals or cancellations; maintains an orderly and neat waiting area/lobby; monitors clients and families who may have emotional and/or behavioral challenges in the waiting area/lobby; addressing, redirecting and/or problem solving with upset, angry, delayed, severely traumatized, emotionally and/or behaviorally challenged clients and families; engages difficult clients in activities; communicates concerning behaviors with assigned therapist; assists with medical transport.
Assists with administrative operations of client information including but not limited to: processing and entering client intake documentation; ensuring data entry in client electronic heath records (EHR) is accurate; client records are scanned into the accurate EHR section; client EHR is maintained and ready for appointments; maintain any existing client paper files; maintain chart area to ensure files are secure, organized, and accessible; ensuring pertinent ongoing forms and documentation is scanned and uploaded correctly into the client’s EHR; process records requests and subpoenas; archive paper files and maintain closed file database for stage facility; order charts from storage facility; assist with opening and closing client’s EHR.
Perform administration functions including but not limited to: filing; photocopying; scanning; typing; faxing; data entry in multiple databases; recordkeeping; opening, sorting and distributing mail; answering multi-lined phones, screening incoming calls; checking voicemail; transferring calls; emailing; greeting visitors and answering questions; setting up and managing spreadsheets and databases; assisting with general word processing of letters, forms, reports, etc.; responds to commonly-asked questions or directs individuals to the necessary person.
Provides administrative support to clinical staff; provides coverage for other support staff as requested by supervisor; creates a positive team environment.
Participates in assigned staff meetings, other meetings and committees.
Is aware of Morrison Compliance Program including Compliance Officer, Compliance Standards of Conduct, and Employee Compliance Hotline. Understands Compliance Standards