Administrative Assistant-Briscoe

Join our mission to provide a comprehensive continuum of care for people in Louisiana, encompassing primary care, behavioral health, and substance use disorder treatment. Help save lives at OHL!

As a Medicaid provider, OHL is in compliance with the Centers for Medicare and Medicaid Services (CMS) mandate and has a mandatory COVID-19 vaccination policy in place for all employees. As a result, you will be asked to provide proof of COVID-19 vaccination.

Job Summary

Odyssey House Louisiana, Inc. is seeking a full-time Administrative Assistant. The schedule is Monday-Friday 8am-5pm. The Administrative Assistant performs a wide variety of administrative and organizational tasks for the program and assists the Program Manager with quality assurance, performance improvement, compliance, and administrative CIG Reentry Program tasks. The Administrative Assistant also assists with accounts payables, and front-end billing functions.

Responsibilities and Duties

It is the duty and responsibility of the Administrative Assistant to:

• oversee the efficient operations of the Reception Office by maintaining electronic correspondence (fax and copier), memos, and other documentation;
• serve as the facilities primary receptionist by answering the main line, directing incoming calls throughout the facility, taking detailed messages when prompted, and ensure these messages are distributed promptly to the intended recipients;
• sort and distribute incoming mail and email on behalf of the Program Manager;
• draft responses to inquiries for information and make phone calls to relay information as directed and guided by the Program Manager;
• maintain and input daily data updates on all grant program portals for daily, weekly, monthly, quarterly, and annual reporting requirements;
• maintain the department’s electronic non-medical records systems, including electronic filing and retrieving of documents, and researching files;
• maintain SharePoint files;
• maintain the OHL CIG Reentry Program excel databases and perform data entry and analyzation tasks;
• conduct quality of life calls to former CIG Reentry Program Participants as guided by the Reentry Supervisor; collect and document specific data as required;
• manage the Briscoe Bucks therapeutic client Rewards Program;
• assist the Program Manager with Incident Report investigation tasks;
• assist the Program Manager with Accounts Payables; draft requisitions for the purchase of supplies; may involve entering information into an automated system;
• perform new hire candidate interview and follow-up scheduling;
• greet and verify unannounced visitors to the facility and immediately notify the Program Manager;
• ensure all visitors sign a Confidentiality Acknowledgement prior to authorized entry into the treatment unit;
• immediately notify the Program Manager of unannounced law enforcement visits to the facility;
• perform check-in tasks for clients arriving for admission, and/or returning to the facility from scheduled and authorized appointments or outings;
• manage, schedule, and maintain Multi-purpose Room meeting reservation schedules;
• assist with onsite vendor visits and procurement of services and supplies;
• assist the Program Manager with planned facility visits and related meetings, activities, trainings, etc.;
• participate in staff meeting when necessary; and
• perform other duties as assigned.

Qualifications and Skills

MINIMUM QUALIFICATIONS

Minimum qualifications include the following:

• High School Diploma or equivalent
• Proficient in MS Office 365 Suite
• At least 6 months experience in a behavioral health or substance abuse treatment setting
• Excellent communication, organizational, and customer service skills

PREFERRED QUALIFICATIONS

Preferred qualifications include the following:

• More than 2 years of substance abuse treatment experience
• At least 1 year of Electronic Health Record system experience
• Knowledge of healthcare Quality Assurance and Regulatory Compliance functions

Compensation and Benefits

Competitive Compensation and Benefits package includes insurance (health, dental, vision, life, long-term and short-term disability), leave benefits and 401k match.