Administrative Assistant II

The Guidance Center (TGC) is the Community Mental Health Center and Certified Behavioral Health Clinic serving Leavenworth, Atchison, and Jefferson counties in Kansas. We provide high-quality care to all individuals, regardless of their financial circumstances. Joining the team at TGC offers you the chance to make a meaningful impact on the most vulnerable members of our community. At our center, we offer a unique combination of counseling, case management, psychosocial, and medication services, all under one roof. We are deeply committed to our clients and are dedicated to implementing a comprehensive model of care.

The Guidance Center (TGC) is currently seeking an Administrative Assistant II. The Administrative Assistant provides administrative support to direct service staff and administrators at assigned locations. This includes delivering appropriate support services to individuals seeking or receiving services, as well as to the general public. In the temporary absence of the Office Manager the Administrative Assistant may assist with day-to-day front desk functions such as assigning tasks, ensuring coverage, addressing routine client or staff needs, and supporting problem-solving, while continuing to perform standard administrative duties. This role is intended to provide flexible, as-needed support and does not include ongoing supervisory or leadership responsibilities.

Benefits

• The opportunity to be part of a holistic and supportive team
• Medical, Dental, Vision
• KPERS Retirement System
• Aflac, Life, Legal Shield, and ID Theft Insurance
• Paid Time Off and 11 Paid Holidays
• Flexible Schedules
• Competitive hourly rate of $23.03 to $25.44, depending upon qualifications

Responsibilities

1. Provide support for front desk operations as needed, including assisting with staffing, scheduling, data entry, filing, and handling telephone communications in the absence of the Office Manager, in alignment with the responsibilities of the Administrative Assistant role.

1. Provide front desk support to various office locations during periods of high demand, staff absences, or special events as directed.

1. Assist with scheduling meetings for executive teams and leadership, ensuring efficient use of conference room space. Maintain an organized and fair system for booking conference rooms to support smooth operations

1. Ensure that new staff receive appropriate training and cross-training to perform their duties and receive assistance in mastering new requirements.

1. Develop Job Aids, Workflows, Procedures, Quick Reference Guides, and related documents for direct reports and in collaborations with other departments as needed

1. Help with Data Entry such as AIMS, DERS/Weekly Billing, Monthly Federal and BOP/TDAT Billing report

1. Handle a multi-line phone system, routing messages and calls

1. Obtain and enter the computer all necessary registration information for clients; update when necessary

1. Manage client files (setting up new charts, maintaining active charts, processing closed charts, and all other file-related activities)

1. Accurately maintain therapists' and doctors' schedules

1. Ensure that new clients are scheduled with appropriate providers (considering payer source, client need, etc.)

1. Set client fees according to agency guidelines

1. Request, receive and record fee payments from clients

1. Verify insurance coverage and handle insurance-related questions for clients and therapists to maximize reimbursement for provided services

1. Participate in periodic fiscal audits of client files to assure that accurate entries exist for all billed/billable services

1. Transport Center material to courts, SRS, Post Office, etc. when needed.

1. While each administrative assistant has an area of primary, routine responsibility, all administrative assistants are to be cross-trained on all the different tasks within their areas and are expected to cover any co-worker's responsibilities in the event of absence.

1. Adapt to changing work priorities and a fast-paced environment while maintaining a professional attitude.

EDUCATION AND LICENSURE:

Required: High school education

Preferred: Some college education

EXPERIENCE:

Required: five years' experience working with the public in a customer service capacity

Preferred: three years' experience in a health care setting to include scheduling, billing, and insurance knowledge.

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.