Administrative Asst II

Lead with Purpose and Make Every Home a Place of Growth and Care
At Grafton Integrated Health Network were guided by a shared purpose: helping individuals with complex needs live meaningful fulfilling lives. As the Administrative Assistant your meaningful impact comes through leading and supporting a team of Grafton Professionals who provide compassionate person-centered care in our residential programs. Youll foster a culture of teamwork and collaboration ensuring that staff have the guidance training and encouragement they need to help residents achieve greater independence and well-being. And because we care for you so you can care for others we provide the tools resources and professional development opportunities that empower you to grow as a leader while making a lasting difference.

Join us - and experience the deep fulfillment of knowing your work truly makes a difference!
Be part of a team that leads with heart and grit the Grafton waywhere leadership compassion and dedication come together to change lives.

Under general supervision provides clerical and administrative support to a Grafton senior manager or administrator and/or department. Duties include preparing a variety of documents correspondence and program reports which may require researching and gathering information for inclusion in prepared material. Maintains records databases and program files; maintains assigned manager(s) calendar and schedules meetings according to priority and availability; and maintains contact with other departments and outside agencies or organizations for the purpose of obtaining and providing information. Reports to a supervisor manager or administrator.

ESSENTIAL JOB FUNCTIONS

• Prepares letters and correspondence from drafts notes and/or information from other documents. May take initiative to develop and prepare responses to routine or frequent inquiries as appropriate.

• Schedules appointments for supervisor with internal staff as well as external agencies and organizations. Maintains calendar of supervisors time and meetings and works to resolve scheduling conflicts as they arise.

• Prepares program related forms records reports and other documents which may involve obtaining information from program databases and other forms documents and references.

• Enter update and maintains data base information for program and department files and records. Generates reports from same.

• Maintains budget and financial information for department or assigned programs.

• Maintains manuals and copies of regulations.

• Attends and takes minutes at various Grafton and program related meetings. Prepares and distributes meeting minutes.

• Maintains program files department files and records ensuring that all necessary documentation is retained identifies missing documents that should be part of files or records purges unnecessary or dated information

• Open review and prioritizes incoming mail then distributes to appropriate staff or manager.

• Answer incoming telephone calls obtains nature of the call and transfers the call to the appropriate staff member. Take phone messages for staff out of office. Answers caller questions as appropriate.

• Greet visitors and directs them to appropriate staff or building. Notifies staff of incoming visitors.

• Order office supplies.

• Performs other duties as assigned

ADDITIONAL JOB FUNCTIONS:

If assigned Health Information Management Responsibilities: Assures and maintains integrity of clients records through periodic review of records accurate record entries adherence to agency state and federal record requirements (including HIPAA regulations regarding confidentiality and privacy) in the handling access release of records

Key responsibilities:

• Establishes and maintains clients records containing hard copy documents in accordance with organizational standards;

• Scans and uploads documents into clients electronic records accurately and in a timely manner;

• Files hard copy documents into clients records in a timely manner in accordance with organizational standard for maintenance and retention;

• Identifies documents missing from clients records and seeks to secure and file/upload them;

• At the time of discharge prepares a clients record for long-term and permanent storage in accordance with organizational and legal requirements; maintains content and tracking of discharged clients records;

• Assesses and assures requests for information and documentation meet requirements for permitted release; responds to valid requests in a timely manner; processes releases in accordance with established process; informs applicable members of a clients team of requests;

• As part of release process routinely prints standard documents for mailing in accordance with applicable regulations and contract agreements such as monthly print of treatment plans;

• Runs prints and distributes as needed defined reports through the electronic client record system.

Other Responsibilities:

• Provides responsive and positive customer service to guardians clients involved external agencies Grafton management and other Grafton employees.

• Serves as resource to others on matters such as protections of personal health information releases of information restrictions/allowances of access to records structure of electronic health record and standards for documentation.

MINIMUM TRAINING AND EXPERIENCE

• Graduation from high school

• 3 - 5 years of experience performing progressively responsible clerical and administrative work; or any equivalent combination of training and experience which provides the required knowledge skills and abilities. Basic to Intermediate level of Excel and Word Skills.

EMPLOYEE BENEFITS:

Caring for You So You can Care for Others:

• Medical dental and vision
• Flexible Spending & Health Savings Accounts
• Generous Paid Time Off plan & attendance incentives
• Employer Paid Life Insurance
• Employee Assistance Program (EAP)
• Short-term disability (STD)
• Long-term disability (LTD)

Stronger Together: Supporting Your Growth & Success:

• Paid Career Development - we pay you while becoming certified in CPR Ukeru Mandt and other career training!
• 401(k) including an employer match up to $2500 annually
• Education Assistance up to $5250 annually
• As Grafton is a 501(c)(3) non-profit you may be eligible for federal student loan forgiveness

If you have issues applying or have any questions about this position please reach out to us at

Grafton is an equal employment opportunity employer and tobacco-free workplace.