ADMINISTRATIVE SECRETARY - 05192026-77770

Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF DISABILITY AND AGING (DDA), DAVIDSON COUNTY

A Motor Vehicle Records screening will be conducted prior to employment.

This position requires a criminal background check. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.

Qualifications

Education and Experience: Education equivalent to graduation from a standard high school and experience equivalent to two years of increasingly responsible full-time secretarial or office clerical work.

Necessary Special Qualifications: Applicants for this class may be required to:

1. Complete a criminal history disclosure form in a manner approved by the appointing authority.
2. Agree to release all records involving their criminal history to the appointing authority.
3. Supply a fingerprint sample prescribed by the TBI based criminal history records clerk.

Overview

The Admin Services Assistant is responsible for the following:

1. Serve as the initial point of contact for the Innovation Center, greeting visitors, clients, and families, and providing a professional and welcoming first impression.
2. Answer, screen, and direct incoming calls, providing a general overview of DDA services and answering routine inquiries.
3. Manage the front desk, ensuring the reception area and common spaces are organized and presentable.
4. Receive, sort, and distribute daily mail and deliveries.

5. Escalate quality related concerns to appropriate personnel.

   
   

6. Supports implementation of new systems or tools to enhance person-centered services.

   
   

7. Ensures timely and professional responses to patient complaints or issues.

   
   

8. Adheres to all HIPPA, OSHA and other regulatory requirements.

   
   

9. Manage the complete enrollment and intake process for new clients, ensuring all required documentation is complete, accurate, and collected in a timely manner.

   
   

10. Perform accurate and timely data entry of all client intake paperwork and demographic information into the Electronic Medical Record (EMR) system.

    
    

11. Maintain and update all client files, both physical and digital, ensuring compliance with HIPAA and organizational record-keeping policies.

    
    

12. Prepare client files for clinician and fabricator review prior to appointments.

    
    

13. Implements billing compliance standards to ensure that necessary eligibility is confirmed and tracking of billing documentation is available for billing team.

    
    
14. Ensures data entry accuracy and assists in preparing reports for audits, inspections and internal reviews.

Responsibilities

1. Schedule and confirm client appointments for both in-center and mobile (mobile clinic) services, optimizing clinician and fabricator schedules for efficiency.

   
   

2. Collaborate closely with clinicians and the fabrication team and DME vendors regarding appointments and shop work.

   
   

3. Perform pre-authorization and initial insurance eligibility checks and assist with the collection and organization of necessary documentation.

   
   

4. Manage the mobile clinic calendar and coordinate logistics for off-site appointments as needed.

   
   

5. Monitor and maintain office and clinic supplies, place orders as approved.

   
   

6. Process paperwork for office expenditures and assist with basic bookkeeping tasks.

   
   

7. Lead weekly administrative meetings to coordinate schedules, discuss operational needs, and ensure clear communication among office staff, clinicians, and fabricators.

   
   
8. Provide general administrative support to clinical and fabrication staff as needed.

Competencies (KSA's)

Competencies:

1. Manages Ambiguity
2. Manages Complexity
3. Action Oriented
4. Plans and Aligns
5. Resourcefulness

Knowledge:

1. Clerical
2. Customer and Personal Service

1. Active Learning and Listening
2. Speaking
3. Reading Comprehension
4. Service Orientation
5. Time Management

1. Written Comprehension
2. Speech Recognition

Tools & Equipment

1. Personal Computer
2. Telephone
3. Copy Machine
4. Scanner
5. Calculator