COUNTY OF BUCKSJOB TITLE: Administrative Assistant IIJOB CODE: 167DEPARTMENT: Behavioral Health/Developmental ProgramsUNION: 04FLSA STATUS: Non-ExemptGRADE: 35REPORTS TO: Admin Officer 1/Fiscal Operations Officer IIISUMMARY:The Administrative Assistant II position performs a wide variety of assignments as the administrative support for all staff of the Behavioral Health/Developmental Programs Department. This position operates within a staff pool of Administrative Assistant II positions to ensure full Department coverage. The Administrative II position provides routine daily administrative assistance as well as supports complex County and State processes and initiatives. This position requires both a broad understanding of the Department and ability to learn specific daily operational administrative support tasks across the Mental Health, Intellectual Disabilities, and Early Intervention components of the Department. The Administrative Assistant II position conducts independent research as requested by supervisory and executive staff; assists in the development of Departmental policies and procedures; manages complex documentation;utilizes data to track and trend information, develop reports, support departmental projects/outcomes; and analyzes operations/makes recommendations regarding Departmental workflow processes. This position routinely interfaces with the public and external professional/governmental entities with whom the Department has business. The Administrative Assistant II position requires an individual to possess self-initiative, have the ability to think independently, have strong organizational skills, be detail-oriented, competently manipulate computer applications, and demonstrate strong internal/external customer service skills and professionalism. Although this position has a relationship with the Department Administrator and Deputy Administrators around delegated tasks and project management, it is supervised by the Administrative Officer I (Sup) position.ESSENTIAL DUTIES AND RESPONSIBILITIES of the Administrative Assistant Pool include the following:General Duties
Enters data and provides document management including formatting, typing or letters/contracts proposals, filing, copying, scanning and mailing of documents as required by Mental Health (MH), Intellectual Disabilities (ID)/Administrative Entity (AE), Early Intervention (EI), external provider, Supports/Service Coordination (SC), and governmental oversight staff.
Creates agendas, attends meetings, and prepares minutes as requested by Departmental supervisory/executive staff.
Answers phones, transfers calls (including those of an emergent nature) to appropriate staff, responds to larger community for information and referral, greets/directs visitors, and opens/closes the office.
Schedules meetings, maintains staff calendars, and coordinates conference calls as needed.
Maintains mailing and e-mail distribution lists.
Manages timelines of critical Department deliverables pursuant to the needs of MH/ID/A, and EI.
Works with Department staff in management of data entry, data integrity, and maintenance of HCSIS, Netsmart/MyAvatar and Department function-specific databases. Intakes, registrations, transfers, record closures, and merging of duplicate records are particular focus areas.
Manipulates data to create and maintain reports including large reports requiring tables/charts as needed.
Ensures routine reports utilized in management of the Department are secured, reviewed and distributed.
Studies and analyzes operational procedures and makes recommendations in the development and refinement of Department procedures for greater efficiency in managing data entry and retrieval. Prepares detailed and comprehensive reports of findings and recommendations.
Processes, or works with other Departmental staff to process invoices, maintain bookkeeping, a d create reconciliation for identified services. Ensures necessary authorizations are in place to support payment of invoices.
Manages the development, organization and maintenance of case files.
Develops the Departmental protocol for utilization of records/documents by all Department personnel.
Obtains family/service participant signatures on appropriate HIPAA forms, as well as any other government forms warranting signatures.
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- Creates/maintains supply of forms/brochures for distribution to families and for public events and when necessary requests/orders updated materials.```{=html}```
- Creates and edits PowerPoint presentations.
- Creates marketing materials, manages RSVPs, obtains meeting spaces, and performs/assists with check-in for workshops/conferences seminars.
- Participates in training as requested by Administrator, Deputy Administrators, and Department supervisors.as required by executive administrative staff:
Screens initial Intake calls and collects pre-registration and intake data.
Performs initial service participant clearance in HCSIS and Netsmart/MyAvatar.
Documents individual/family presenting needs at the time of the initial Intake call.
Maintains internal databases to ensure any required planning documents are authorized in accordance with regulatory timeframes.
Communicates with outside agencies for the collection of individual documents for eligibility.
Documents all contacts with individuals and/or families and logs receipt of all information pertaining to an individual's intake in HCSIS, Netsmart/MyAvatar, shared drives, and any other necessary databases.
Ensures all required intake and transfer documentation is received.
Schedules intake interviews in conjunction with Intake Coordinators and mails the intake packet to families as regulations/authorizations allow.
Assists individuals in applying for Medical Assistance through the DHS electronic application process (COMPASS).
Monitors COMPASS for registrants who have applied for services and alerts Intake Coordinators as needed.
Maintains and manages tracking protocol for case transfers both in and out of county. Regularly reviews tracking procedures and recommends standards related to best practice of individual actions, transition process and final closures.
Ensures ongoing ID waiver eligibility through the maintenance of the Supports Coordination database of individual physical dates to assist in the timely completion of waiver documentation.
Maintains records of applications for MH Emergency Examination and Treatment and subsequent court commitments.
Ensures documentation from MH Delegates and community Crisis providers is complete, including follow-up with staff to ensure accuracy.
UtilizesECIS and JNET to ensure mandatory Act 77 documentation is complete and accurate.
Processes MH Emergency and Court paperwork at the Court House for the purpose of affixing the County Seal.
Works evenings and/or weekends, as necessary to perform duties.
Other duties may be assigned.
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
REQUIRED SKILLS AND ABILITIES:
Ability to communica