Administrative Assistant - PACT

Behavioral Health Network - Springfield, MA

Full-time

Springfield, MA

Nursing and Residential Care Facilities

About the position

The Program Administrative Assistant plays a crucial role in supporting the daily operations of the PACT program by managing administrative tasks, ensuring accurate data entry, and facilitating communication among staff and clients. This position is split between Holyoke, MA, and Springfield, MA, and involves responsibilities such as funds disbursement, recordkeeping, and assisting with program-specific reporting.

Responsibilities

• Operates telephone and voice mail systems in a timely and welcoming manner.
• Maintains the appearance of waiting room, kitchen, conference room, and office areas.
• Greets and directs visitors in a courteous, professional manner.
• Contacts staff in a timely manner to inform them of a visitor's arrival.
• Assists individuals served to navigate to their destination in the building.
• Assists with processing of staff paperwork.
• Provides program-specific data entry and recordkeeping as required (individual incentives, gift cards, individual checks, etc.).
• Tabulates and reconciles receipts.
• Maintains accurate client records and completes reports as needed.
• Provides direct data entry into the state's EIM/ESM application in a timely manner to reduce supplemental billings and ensure accurate billing.
• Enters all changes to client data, including demographic and insurance information, into the EHR with a high degree of accuracy, correcting any errors.
• Works closely with clinical staff to resolve administrative matters related to successful billing activity.
• Assists with preparing productivity and utilization reports for the programs as needed.
• Oversees the disbursement and management of Rep Payee funds in coordination with other program staff.
• Obtains prior authorizations with insurance companies.
• Organizes data for Quarterly Reports.
• Oversees receipts and data reports for Contingency funds.
• Reviews all invoices and budgets for data entry before submission to fiscal.
• Assists in month-end closing of in-house accounts, credit card, and contingency funds.
• Takes notes at meetings and creates meeting minutes.
• Performs other duties as assigned.

Requirements

• High School Diploma or GED required.
• Previous office experience preferred.
• Ability to schedule, meet, and maintain daily and monthly routines.
• Ability to work extensively with computers and software with minimal supervision.
• Familiarity with EIM application preferred.
• Familiarity with Smartsheet and Excel preferred.
• Experience in Accounts Payable/Receivable required.