General Role Description

The Clinical Administrative Assistant is responsible for assisting the Executive and Management Teams in maintaining efficient oversight of delegated processes and procedures agency-wide. This includes but is not limited to data review, reporting, process oversight and development, administrative assignments/ projects, auditing and involvement in various committee procedures.

Duties and Responsibilities

• Assists with clinical administrative assignments and program development projects.
• Assists with preparation, scheduling and record keeping for Utilization Review, Special Review Committee, and Quality Assurance Committee meetings.
• Assists with monitoring quality assurance practices and development of tracking processes. Assists with planning and scheduling of agency trainings.
• Assists with monitoring clinical processes within the agency database and reporting outcomes. Continuously assesses for trends in reporting.
• Assists with incident management process oversight.
• Assists with investigative processes.
• Assists with policy review, revision, and new policy development.
• Assists with preparation of Board of Directors reporting and materials.
• Assists in utilization management oversight and meeting external reporting requirements.
• Carries out duties essential to the above stated responsibilities as assigned.
• Serves on agency committees as requested.
• Is mindful of and integrates Trauma-Informed Care and its five principles in all duties and interactions with fellow staff, residents, and external partners.
• Maintains compliance with all required rules and regulations including Federal Confidentiality (42 CFR, Part 2), HIPAA, Medicaid and/or HUD, and any others.

Defined Key Result Areas

• Annually provides a summary of project status and outcomes.
• Continuously updates procedural documents that detail tracking and monitoring processes.
• Annually identifies two areas for job process improvement.

Supervisory Relationships

• Manager: Director of Clinical Services
• In Manager’s Absence: Director of Program Development and Evaluation
• Immediate staff: n/a

Inter-Departmental Relationships

Advising and suggesting: this position will be expected to listen and accept collaborative input, direction, or recommendations from the Director of Clinical Services and the Director of Program Development and Evaluation. Meanwhile, it will provide collaborative input, direction and recommendations to program leadership.

Monitoring and reviewing work: this position may have work inspected or checked by Director of Clinical Services and the Director of Program Development and may need to present updates on certain tasks. Meanwhile, it will inspect and check the work of and receive updates from program leadership.

Physical Requirements

Physical activities: reaching, standing, walking, fingering, grasping, feeling, talking, hearing, and repetitive motions

Physical requirements: sedentary work, which means sitting most of the time with occasional standing, walking, use of force, and lifting objects

Visual requirements: data analyzing, transcribing, viewing a computer, reading, visual inspection, measuring, and/or use of distances close to the eyes

Due to the population we serve, this position will require positive interactions with individuals with histories of incarceration and mental health diagnoses

Working Conditions

This position is not substantially exposed to adverse environmental conditions.

Skills, Knowledge, & Abilities

Knowledge of state, local laws, general provisions and resources that pertain to OASAS 819 and 820 certified services.

Must possess an understanding of substance use and co-occurring mental health disorders.

Possess advanced oral and written communications skills, great attention to detail, problem-solving and critical thinking skills.

Computer proficiency.

Qualifications

Bachelors’ degree in social sciences, human relations, or other relevant field. Three years paid work experience in human services field. Work experience must include two years of administrative work experience.

In addition the qualifications above, a valid New York State driver’s license is required.

www.cazenoviarecovery.org/benefitsandextras