EASTERN
CAROLINA VOCATIONAL CENTER, INC.
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Job
Title: Administrative Assistant
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Department: Programs
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Reports To:
Program
Manager – Christina Bell
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Date
Prepared: 05/07/2015
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FLSA
Status: Non-exempt
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Essential Duties and Responsibilities
· Enter
client Intake data in ECVC’s EMR system.
· Verify
accuracy of billing data (attendance, transportation, units of services, dates
of service) and revise any errors.
· Operate
typing, adding, calculating, and billing machines.
· Keep
records of invoices and support documents.
· Coordinate
maintenance of fleet of cars for staff.
· Handle
general inquiries and takes messages for staff.
· Answer
telephone and direct calls as appropriate.
· Maintains
client records, ensuring all required documentation is present within all
prescribed time frames.
· Maintains
computerized client tracking system status changes
· Maintains
first aid supplies and office supplies inventory.
· Completes
monthly billing for clients.
· Revise
and print attendance sheets.
· Export,
total, translate and enter monthly client notes/units of service/documents from
internal EMR system (SIGMUND) into 2 external EMR systems (BEAM &
ECBH/Trillium Portal Direct).
· Completes
paperwork necessary to enroll new clients.
· Track
client statuses monthly and annually in Excel for reporting to other
departments.
· Track
and report daily earnings to Payroll staff.
· Verify
accuracy of transportation billing for payment authorization.
· CRC
Preferred
Other
· Copies
written materials and distributes as appropriate.
· Records
and maintains minutes of designated committees.
· Substitutes
at switchboard for receptionist as necessary (mornings and as needed
lunch/breaks).
· Responds
to routine, written inquiries regarding client wages, confidential information,
etc. Assists clients as needed for such things as first aid, telephone calls,
change, etc.
Competences
· Critical
Thinking and Reasoning- Apply
commonsense understanding to carry out multi-step but straightforward
instructions. Deal with problems
involving a few concrete variables or in standardized situations. Frequent
decisions, often involving initiative in identifying problems and potential
solutions.
·
Communication- Ability to understand verbal
work orders and instructions; Write straightforward material such as
nonstandard letters. Read and understand material such as detailed operating
and procedure manuals, case histories, etc. Occasional public contact requires normal
courtesy, giving/receiving and explaining information, handling complaints.
·
Mathematical Skills- Ability
to add, subtract, multiply, and divide.
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Record Keeping- Enter, check, and verify
data; copy and file records; track/collect data; compile, summarize, simple
computation of data; research and verify data; legally required reports for accreditation,
take minutes of meetings or dictation.
·
Computer Literacy – Basic
knowledge of computer and computer programming use; Software used: Pro-IV, Microsoft
office (Word, Excel), etc. Thorough
knowledge of referral source software programs expected (BEAM, SIGMUND, ECBH).
Physical Demands
· Sedentary
work with lifting and/or moving objects up to 10 lbs. occasionally, sitting
most of the time.
· Ability
to hear and speak
· Good
visual acuity including depth perception, color discrimination, and peripheral
vision.
· Ability
to reach, handle, finger
· Repetitive
use of hands/arms
Work Environment
· Frequent
interruptions
· May
handle difficult clients/customers
Education and Experience
· Preferred
2 year degree plus 1 year experience with data entry, medical billing or other
computer based system processing or equivalent combination of education and
experience.
If you are interested, an application can be
downloaded from our website: www.ecvcinc.com and mailed to the
address below; you may also apply in person at:
ECVC
HR Manager
2100
N. Greene Street
Greenville,
NC 27834
