Job Descriptions
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Job Title: ACTT Office Manager
Supervisor (title): ACTT Program Director
Exempt/Non-exempt: Non-Exempt
Department:Program Services
Prepared by/Date: Jeffrey DeMagistris /4-27-06
Approved by/Date: Amelia Howard 6/15
Summary (A brief description that summarizes the overall purpose and objectives of the position, the results the worker is expected to accomplish and the degree of freedom to act.):
The Assertive Community Treatment Team (ACTT) is designed to serve as a comprehensive treatment team providing for the periodic service needs of consumers with severe and persistent mental illnesses. The majority of services are provided in the consumer’s home/community. This employee will provide administrative support for the ACT Team through a variety of activities including organization, coordination, and monitoring of all non-clinical functions of the team, management of medical records, office/facility management tasks, billing, and providing receptionist and clerical services. Although the work performed by this employee is conducted under the direction of the ACTT Program Director, such supervision does not involve immediate oversight of all job functions. Frequently all other team members are working away from the office site, and this employee completes her/his work with a high degree of independence.
Essential Functions (List the tasks, duties, and responsibilities of the position that are most important to get the job done. The responsibilities should be listed in the order of importance, with the highest priority functions first.):
Administrative: The person in this position will maintain the Policy and Procedures Manual to ensure that current and accurate information is available to staff. She or he will maintain client data and prepare reports as needed to track defined outcomes. This employee will work closely with the ACTT supervisor to maintain and review the operations budget for the ACT Team, and will be responsible for data entry of billing and oversight of billing records.He/she will assist with coding of expense reports and invoices and completing bank deposits. He/she will assist with reviewing the psychiatrist’s daily transcription and assisting with inputting it into the electronic database.
Medical Records: This employee will oversee the maintenance of medical records for ACTT services. These duties include setting up charts for newly admitted clients, filing materials in charts according to approved formats, and conducting quantitative reviews of these charts with the ACTT supervisor.
Office Management: The administrative assistant will order and maintain supplies and equipment, oversee the vehicle logs, and arrange for maintenance of program vehicles. This employee will assist the ACTT supervisor with facility management duties. She or he will assist the nurses in ordering medications and in following approved procedures for reception, storage, and dispensing of medications.
Receptionist/Clerical: This employee will serve as primary receptionist for the ACT Team while she/he is on duty. These tasks include greeting visitors to the office and answering telephone calls (which may include working with callers to relieve urgent situations or to temporarily manage them until a member of the service staff is available); typing letters, memos and reports; and sorting and distributing mail to the appropriate staff.
Supervisory Responsibilities, if any (The scope of the person’s authority, including the positions that report to the incumbent.):
This employee has no supervisory responsibilities.
Working Conditions (please complete the information listed below):
_X Usual office conditions
__ Usual office conditions with occasional exposure to some undesirable elements*
__ Frequent exposure to undesirable elements*
*List the undesirable elements with the percent of the work day exposed to the elements.
- ______%
- ______%
- ______%
Physical Effort (please complete the information listed below):
The job duties require lifting or moving moderate to heavy materials as a regular part of the job. X No __ Yes*
*List the activity requiring physical effort, the weight or effort required (in pounds) and the percent of the work day spent in actual, hand-on movement of weight:
ActivityWeight of Materials% of day
- ______
- ______
- ______
Minimum Job Requirements:
Education: Minimal requirements for education are a high school diploma or G.E.D.
Experience: If applicants possess a high school diploma, the position requires five years clerical experience. One year of clerical experience is acceptable for applicants with a bachelor’s degree.
Specific skills/abilities: Must be able to type 40 WPM. Experience with budgets is desired. Flexibility and sensitivity to varying cultural issues are important characteristics for this position. Specific experience in a health care setting that serves adults with psychiatric disorders would enhance an applicant’s ability to serve as a member of the ACT Team. Bilingual applicants desired.
Specialized knowledge, licenses, etc:Neither licensure nor certification is required by statute to perform the duties of this position. However, the employee must have a valid driver’s license and must maintain a safe driving record, acceptable to the insurance carrier for Lutheran Services Carolinas. Notary Public is desired for this position.
Success Factors (Personal characteristics that contribute to an individual’s ability to excel on the job):
These characteristics include sensitivity and the ability to form effective working relationships with members of the team. She or he must always treat consumers with dignity and respect. The ability to work collaboratively with professionals, consumers, and family members will enhance the employee’s job performance. The successful applicant needs to possess strong organizational skills and the ability to multi-task. He/she must have a demonstrated commitment to the consumers’ rights to privacy.
This job description is not an employment contract. Lutheran Services Carolinas reserves the right to alter the job description at any time without notice.
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Employee Signature Date
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Supervisor Signature Date