Administrative Assistant 3 - Center For Children With Special Needs

Administrative Assistant 3 - Center for Children with Special NeedsCenter for Care Coordination-SPECKIDSFull Time

SUMMARY

Under limited supervision, independently coordinate and performs a variety of administrative and operational support duties affecting a complex department and/or the organization, which require high level skills and knowledge of departmental and organizational policies and procedures. Utilizes considerable judgment and interpreting departmental policies to resolve routine to complex inquiries or problems, serves as primary liaison with other departments. Develops, recommends and implements administrative and operational protocols for the department. Prepares a wide range of documents; composes, edits and proofreads correspondence and reports; creates and maintains spreadsheets and databases and produces reports; edits and proofreads documents to ensure accuracy. Typically performs duties involving mathematical calculations and general accounting procedures. Support grant funded deliverables per state, federal, private contracts such as: authorization and billing activities, program screening, data gathering and data entry, assisting with program newsletters and surveys.

ROLE RESPONSIBILITIES

Administrative Coordination:

• Develops, recommends and implements administrative and operational protocols for the department.

• Anticipates, plans and coordinates activities and projects to effectively coordinate and manage assigned administrative and operational responsibilities; anticipates problems prior to occurrence and independently finds and implements solutions.

• Intake Coordination:

• Complete intakes and needs assessments over the phone with families; perform Level 1 care coordination activities

• Collaborate with Medical Home regions, PCMH+ practices, Connecticut Children's Primary Care offices re: referrals

• Collaborate with the Connecticut Children's Inpatient Team as well as the ED Zone C Team

• Take part in new initiatives

• Coordinate referrals for PCMH Plus cases (contact family, facilitate transition to appropriate staff at PCMH Plus facility)

• Reception, Information and Inquiries:

• Following department protocol, greets, determines needs and directs patients/parents, internal staff and external visitors; accepts, screens and routes telephone calls.

• Process Care Coordination referrals for Medical and Behavioral Health via fax, phone, email, EPIC, etc.

• Answers inquiries, provides forms/information or resolves complex problems concerning activities and/or operations of department; follows through, as required, to meet needs of the customer.

• Assess Social Work internal support calls and triage appropriately utilizing Paging Directory and On-call schedule

• May distribute incoming mail and prepare/process outgoing mail/packages.

• Appointments, Meetings and Events:

• Independently coordinates and schedules appointments, interviews, meetings or events; exercises discretion and judgment to coordinate complex calendars for multiple individuals, care providers, groups or conferences.

• Correspondence, Reports and Documents:

• Utilizes knowledge and understanding of department operations to create, compose and edit complex technical and/or administrative correspondence and documentation. Creates forms, flyers and templates.

• Statistics/Record Maintenance and Reports:

• As directed, researches information, compiles statistics, gathers and computes various data, prepares scheduled and ad hoc statistical, budget and narrative reports, summaries or replies to inquiries, selecting relevant data from a variety of sources.

• Copies and/or duplicates materials; prepare and transmit facsimiles.

• Proofreads all work to ensure accuracy and neatness.

• Documentation:

• Conduct screener/complexity index and need's assessment by telephone on every child referred to Center for Care Coordination

• Enter into all documentation reporting systems and process the necessary forms

• Manage the Center email and calendar

Administrative Support Activities:

• Anticipates, plans and coordinates activities to manage assigned administrative support responsibilities.

• Attend Team Meetings, Care Coordinator Meetings, Social Work Supervision Meetings, ED Zone C Meetings, and Inpatient Collaborative Team Meetings. Take minutes at Team Meetings for the Center and other meetings as able.

• Provides instruction and/or training to others in activities, processes and responsibilities related to administrative operations of the department.

• Maintains and expands own competencies by attending training sessions or educational programs, as directed.

• Encourages team members to adhere to professional standards and to expand competencies.

• As assigned, actively participates and contributes to departmental/organization-wide committees.

• Demonstrates knowledge of the population-specific differences and needs of patients in appropriate, specific populations from neonate through adolescence and applies them to practice. Demonstrates cultural sensitivity in all interactions with patients/families and co-workers.

• Demonstrates support for the mission, values and goals of the organization through behaviors that are consistent with the Connecticut Children's Standards.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

KNOWLEDGE OF:

• General math and accounting procedures.

• Pediatric diagnoses, durable medical equipment, various therapies and treatments for children and youth with special health care needs

• Vendors, agencies, DSS, DPH, community pediatricians

• Departmental and organizational policies and procedures

• SKILLS:

• Intermediate to Advanced level word processing skills and spreadsheet skills.

• Skilled in use of operating basic office equipment (e.g. copier, fax, calculator, multi-featured telephones, etc.)

• ABILITY TO:

• Attend to administrative detail utilizing initiative, problem analysis techniques, good judgment and confidentiality.

• Work with all levels of organization; understand and apply knowledge of department/organizational policies and procedures to resolve complex problems and meet needs of customers.

• Multi-task and problem solve with working knowledge of a variety of complex programs/departments and/or the organization.

• Communicate effectively, both orally and in writing.

• Excellent command of grammar and spelling skills.

• Focus on customer needs and follow through to meet needs

• Research, gather, and review data, compile information for management

• Create, compose and edit written materials.

• Work Environment:

Employees in this position will be required to work indoors in a standard office environment and come in direct contact with staff, and the public.

Physical Requirements:

Amount of Time

(Choose which ones do apply)

< 25%="" day="" occasional="" 25-50%="" day="" frequent="" 50-75%="" day="" constant="" /> 75% day

Stand

Walk

Sit

Manual Dexterity/Repetitive use of hands, wrists, arms, elbows

Forward reach w/hands and/or arms

Climb or balance

Stoop, kneel, crouch

Overhead/above shoulder reaching

Choose Applicable Lifting Demands

LIFT

Floor-Waist

Waist-Shoulder

Above Shoulder

< 15="" lbs.="" occasionally="" occasionally="" not="" applicable="" 15="" -="" 25="" lbs.="" not="" applicable="" not="" applicable="" not="" applicable="" 25="" -="" 40="" lbs.="" not="" applicable="" not="" applicable="" not="" applicable="" 50="" lbs.="" not="" applicable="" not="" applicable="" not="" applicable="" push/pull="" />< 50 lbs.

occasionally

50 - 100 lbs.

(push/pull only)

not applicable

more than 100 lbs.*

(push/pull on wheels only)

• indicate weight range

not applicable

lbs

other comment(s)*

high school diploma, ged, or a higher level of education that would require the completion of high school, is required. associate's or bachelor's degree preferred with 5-7 years progressively increasing experiences directly related to the duties and responsibilities specified or equivalent

n/a

#ind123

hartford, ctmonday - friday: 9:00am

• 5:00pm11807 50="" lbs.="" occasionally="" 50="" -="" 100="" lbs.="" (push/pull="" only)="" not="" applicable="" more="" than="" 100="" lbs.*="" (push/pull="" on="" wheels="" only)="" ="" indicate="" weight="" range="" not="" applicable="" lbs="" other="" comment(s)="" high="" school="" diploma,="" ged,="" or="" a="" higher="" level="" of="" education="" that="" would="" require="" the="" completion="" of="" high="" school,="" is="" required.="" associate's="" or="" bachelor's="" degree="" preferred="" with="" 5-7="" years="" progressively="" increasing="" experiences="" directly="" related="" to="" the="" duties="" and="" responsibilities="" specified="" or="" equivalent="" n/a="" #ind123="" hartford,="" ctmonday="" -="" friday:="" 9:00am="" -="">

occasionally

50 - 100 lbs.

(push/pull only)

not applicable

more than 100 lbs.*

(push/pull on wheels only)

• indicate weight range

not applicable

lbs

other comment(s)*

high school diploma, ged, or a higher level of education that would require the completion of high school, is required. associate's or bachelor's degree preferred with 5-7 years progressively increasing experiences directly related to the duties and responsibilities specified or equivalent

n/a

#ind123

hartford, ctmonday - friday: 9:00am

• 5:00pm11807>