Administrative Support – Residential Job Code:12764 Location:Saco 04072 Department:Other FT/PT Status:Full Time Summary: Provides program support in a variety of administrative areas including client records, scheduling, authorizations of service, and finance. Serves as the liaison between administrative support departments and the program. **ESSENTIAL FUNCTIONS:** • Enters required Incident Reports to the state-wide database Electronic Information System (EIS) by collecting data and entering within the required time frame; coordinates required follow-up with the appropriate parties. • Answers phone calls quickly and professionally, assists callers and transfers when necessary, courteous and efficient service to all internal and external customers. • Gathers necessary information, proofreads, confirms requirements and scans into system to save or share with appropriate parties. • Prepares required program communication and documentation (i.e. letters and other requested correspondence) and sends through appropriate channels including email and postal services. • Supports the scheduling processes of residential services in an administrative role by scheduling meetings for the supervisors, directors, and other program needs; includes entering holidays and requested time off. • Monitors receipt of client documentation and reports missing documentation. • Process releases of information for clients. • Orders supplies for the residential administrative office and other residential programs as needed. • Track reportable event reports and 30-day mandatory follow up requirement. • Maintains overall appearance of administrative building. • Prepares and sets up materials for meetings. • Assists in maintaining and updating changes to files in the Residential Services North (RSN) folders. • Attends and documents assigned meetings; communicating notes to the appropriate parties. • Enters receipt data for credit card reconciliation. • Provides excellent customer service to all Sweetser employees and community partners. • Oversees and tracks client allowance. • Follows all HIPAA Privacy regulations to protect the confidentiality of all client information and release of information from area(s) of responsibility. **EDUCATION:** • High School Diploma required; Associates Degree or higher preferred. **CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:** • Valid state driver’s license **EXPERIENCE:** • Experience in behavioral healthcare preferred. • One to three years of customer service experience preferred. • One to three years of experience working with administrative and/or financial data and systems preferred **KNOWLEDGE AND SKILLS:** • Able to practice high levels of organization and time management. • Experience with computerized systems, spreadsheets and word processing software. • Proficient with Microsoft Office applications. • Excellent customer service skills. • Ability to communicate effectively both orally and in writing. • Ability to work and complete multiple tasks concurrently. • Ability to sort and file materials correctly by alphabetic or numeric systems. • Knowledge of English grammar, spelling, and punctuation. • Skill in typing 50 wpm with 98% accuracy rate on all typed documents. • Ability to establish and maintain effective working relationships with staff. • Ability to adapt to change and handle stressful situations.