Administrative Assistant/Intake Coordinator - Springfield, MA

At Phoenix House, change is something we embrace every day as part of our values to deliver exceptional care. Phoenix House provides individualized, holistic drug and alcohol addiction treatment, with a legacy spanning nearly 50 years. We are passionate about healing individuals, families and communities challenged by substance use disorders and related mental health conditions.

Phoenix House supports the mission through a holistic approach that focuses on the distinct mental, physical, and social needs of every person; innovation of best-in-class and evidence-based prevention, treatment, and recovery programs; and, the promotion of greater understanding of addiction. Our devoted staff are committed to treating the whole person-and come from all fields.

We operate personalized, strength-based, gender-responsive programs while living the values and being accountable for our commitments. Being introspective and becoming part of the solution is integral to every interaction and person we touch. As 'One Phoenix House' we believe in having fun along the way - embracing 'progress not perfection' as our journey continues. 

SUMMARY

The Intake Coordinator portion of this position is responsible for all aspects of the intake process. The Administrative Assistant portion of this position is responsible for assisting in all aspects of administrative program management.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  Intake Coordinator:

  • Maintain working relationship with agencies, resources and/or families to coordinate services for client care; provide information on substance abuse treatment resources and services; and/or make necessary referrals.
  • Ensure accurate data entry to maintain Welligent Call Center data collection.
  • Assist with client transfers to HLOC as needed.
  • Initiate, track, schedule and complete the entire intake process for each resident to maintain desired census.
  • Monitor and maintain BSAS Waitlist Management System.

 Administrative Assistant:

  • Complete monthly Client Satisfaction Surveys.
  • Maintain petty cash and submit for monthly reimbursement.
  • Provide phone coverage and information for Springfield Center and triage calls to the appropriate staff as needed.
  • Manage all program supply levels and ordering including food, supplies, etc.

?  Maintain Health & Safety binder and communicate all Health & Safety compliance requirements to designated staff.

  • Attend and record meeting minutes for all staff meetings, case conferences and/or trainings to maintain and distribute knowledge of client, treatment and/or agency issues.
  • Insure that all administrative procedures comply with CARF and/or other state or federal agency standards.
  • Type, complete, obtain, and/or file documents to ensure compliance with internal, local, state, and federal policies, regulations, and contracts governing administrative, personnel and/or clinical records.
  • Assist in licensing and accreditation compliance and/or ensure compliance with internal, local, state, and federal policies, regulations, and contracts.
  • Maintain DATIS files and complete Relias Learning requirements in a timely fashion.
  • Demonstrate empathy, compassion, and respect for clients in all interactions.
  • Maintain objectivity towards all clients and make decisions based on accurate information.
  • Demonstrate appropriate boundaries between self and clients.
  • Serve as a role model through positive, appropriate conduct and participation in special agency events. Project a positive and professional image to the public.
  • Dress in a professional manner.
  • Work cooperatively with supervisor and team members.
  • Demonstrate patience and consideration in dealing with others.
  • Demonstrate thoughtful decision-making.
  • Ensure client confidentiality in accordance with all federal, state, and local laws and regulations.
  • Perform other duties as assigned by Program Director or designee.

QUALIFICATIONS

To perform this position successfully, you must be able to perform each essential duty and responsibility satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.  The requirements listed below are representative of the knowledge, skill and/or ability required. 

?  Excellent communication skills with the ability to handle high call volume

?  Ability to perform the core functions of an Administrative Assistant.

?  Ability to perform and/or manage a variety of tasks and/or people to ensure program and policy administration.

?  Demonstrated competency in using computers and various Microsoft office programs

?  Ability to develop rapport with staff and participants.

?  Ability to apply organizational management skills and maintain self and client accountability.

?  Ability to prepare and maintain required documentation. 

?  Ability to comply with internal, local, state, and federal regulations and policies.

?  Ability to work and communicate with others.

EDUCATION/EXPERIENCE

The Intake Coordinator/Administrative Assistant position requires an Associate Degree (or a sufficient amount of education combined with experience).

LICENSES/CERTIFICATIONS

None Noted

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

REGULARLY REQUIRED:  to sit, use hands to finger, handle or feel objects, tools or controls; reach with hands  and arms, and talk or hear.

OCCASIONALLY REQUIRED:  to stand, walk, stoop, kneel or crouch and lift and/or move up to 10 pounds

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

The work environment is that of a substance abuse treatment milieu which may include:

  • Exposure to clients infected with Hepatitis B, HIV, TB, or other Infectious Diseases
  • Business-related travel 

Phoenix House requires background checks, drug testing, TB testing, verification of employment history, reference checks and possibly a medical exam, prior to employment.

Phoenix House is an Equal Opportunity Employer providing equality of opportunity to all who are protected against discrimination by law, regulation or executive order, including veterans and individuals with disabilities. EEO is the Law: Applicants and employees are protected under Federal law from discrimination. Click www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf to learn more.

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