Executive Administrative Assistant to the President/CEO

REPORTS TO: President/CEO

POSITION OVERVIEW: The Executive Administrative Assistant is responsible for providing administrative and clerical support to the President/CEO and acting as the primary contact for providing assistance to all direct service programs. Assists in maintaining the necessary procedures to ensure compliance with CARF and contractual guidelines. The Executive Administrative Assistant is expected to be a professional and positive representative of the Agency, serving as a liaison between constituents and the President/CEO. The position is responsible for credentialing new and established behavioral health care providers and maintenance of information including database maintenance, document review and primary source verification. This position is responsible for preparation of applications, updates and verification of credentials, and maintenance of provider database.

ESSENTIAL POSITION RESPONSIBILITIES:

1. Provides administrative support to the President/CEO with respect to typing correspondence, memos, reports, meeting minutes, ordering supplies.
2. Works independently and/or within a team on special projects at the request of the President, which may include: planning and coordinating multiple presentations, compiling and disseminating large volumes of information, and organizing company-wide events.
3. Answers phone calls, takes messages, sets appointments, updates calendars and makes business/travel arrangements as requested.
4. Generates board reports, correspondence, and meeting minutes.
5. Arranges and attends agency Board and committee meetings and conduct early notifications as required.
6. Prepares and distributes Board packets and maintains Board and committee notebooks.
7. Assists with annual planning process and conducts quarterly updates of annual plans, risk management program, etc. for the agency.
8. Assists with maintaining CARF accreditation through annual updates and policy revision.
9. Cross trains and assists with other program functions as requested.
10. Assists with implementation of new initiatives and monitoring of program processes to ensure efficiency.
11. Assists with and coordinates timely completion of program monthly reports.
12. Maintains and manages agency files, contracts, and historical records.
13. Coordinates various agency meetings including administrative assistant meeting.
14. Assist and maintain the company website as needed utilizing an online website editor.
15. Produce monthly internal company newsletter.
16. Create, publish, and promote materials for various departments and events as needed utilizing an online graphic design program.
17. Create and purchase all agency business cards and other materials as needed.
18. Keep inventory of all company brochures and promotional materials and make sure they are stocked and displayed.
19. Post and monitor media on Lobby TV’s.
20. Track employee trainings and send trainings to new employees.
21. Prepares and submits documents to insurance companies to enroll new providers in insurance companies. Maintains current providers in accordance with insurance company/contractual requirements including update of materials, licenses, insurance etc.
22. Maintains accurate and detailed database of providers for the Agency.
23. Develops and maintains relationships and communicates effectively with providers, insurance companies and agency contacts to facilitate process.
24. Routinely reviews contracts to ensure adherence to guidelines and credentialing criteria of contracts and insurance companies. Maintains knowledge of Medicaid and commercial insurance contracts and contractual requirements included therein.
25. Communicates via reports and email of credentialed status of providers to ensure smooth services and access of care to clients.
26. Other duties as assigned.

OTHER POSITION REQUIREMENTS:

1. Maintains acceptable overall attendance record, to include department staff meetings, agency meetings, and trainings as required.
2. Exhibits appropriate level of technical knowledge for the position.
3. Produces quantity of work necessary to meet job requirements.
4. Works well with a team, keeps others informed of information needed. Treats others with respect, maintaining a spirit of cooperation.
5. Maintains effective and professional verbal and written interactions with peers, customers, supervisors and other staff. Uses diplomacy and tact in dealing with difficult situations or people. Demonstrates effective listening skills. Is receptive to constructive feedback.
6. Demonstrates the ability and willingness to handle new assignments, changes in procedures and business requirements. Identifies what needs to be done and takes appropriate action.
7. Completes assigned work, meets deadlines without reminders/follow-up from supervisor or others.
8. Performs work conscientiously with a high degree of accuracy.

POSITION REQUIREMENTS: The Executive Administrative Assistant is expected to have a high school diploma with some post high school training and/or experience. College degree preferred. Minimum 5 years progressive work experience with proven ability to exercise discretion and independent judgment. Intermediate to High proficiency level in Microsoft Office products including Word, Excel, Access, PowerPoint, Publisher, and Outlook is required. Skills in database maintenance, filing, basic math, clerical tasks, and office protocol are required. The Executive Administrative Assistant should demonstrate a high level of interpersonal skill to handle sensitive and confidential information and is expected to have a professional manner when dealing with staff, consumers, public and volunteers. A valid Kansas driver’s license and access to personal vehicle required.

PHYSICAL REQUIREMENTS:

* Sitting for extended periods of time

* Data entry/Typing for extended periods of time

* Lifting/carrying up to thirty (30) pounds

* Bending, stooping, pushing, pulling

All the above duties and responsibilities are considered essential job functions subject to reasonable accommodation. All job requirements listed indicate the minimum level of knowledge, skills and/or ability deemed necessary to perform the job proficiently. This job description is not to be construed as a detailed statement of duties, responsibilities or requirements. Employees may be required to perform any other job-related instructions as requested by their supervisors, subject to reasonable accommodation.

EEO Race, Color, National Origin, Religion, Sex, Sexual Orientation, Gender Identity, Veteran, Disabled