Clinical Administrative Specialist

THE SALVATION ARMY

NORTH & CENTRAL ILLINOIS DIVISION

PATHWAY FORWARD PROGRAM

POSITION DESCRIPTION

POSITION TITLE: Clinical Administrative Specialist

LOCATION/DEPT: Pathway Forward Program

REPORTS TO: Clinical Administrator

FLSA CATEGORY: Non-Exempt

STATUS TYPE: RFT

PAY GRADE: 202

PAY RANGE: $17.60 - $21.11

OUTCOMES

Performs administrative and other support functions essential to the operation of the Addictions and Mental Health Services (AMHS) program. Provides sufficient support to ensure that program duties are achieved.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Assembles all files for all incoming client referral information from the Federal Bureau of Prisons (BOP) and the United States Probation Office (USPO).
2. Files all documents on a weekly basis and ensures security and confidentiality of files.
3. Complete monthly billing duties, which include:
   
   
   
   1. uploading all BOP monthly progress reports into the BOP electronic database
   2. making and maintaining copies of all BOP and USPO monthly documents
   3. file original BOP and USPO billing documents into client files
   
   
   
   
4. Maintain and manage all closed files, which include:
   
   
   
   1. disassembling files and labeling closed files with required identifying information
   2. organize and maintain closed files in secure storage rooms arranged by closing date
   3. pull closed files upon request
   4. prepare closed files for shredding per protocol
   
   
   
   
5. Maintain file of weekly client schedules submitted by all therapists
6. Contact clients to inform of any cancellations of sessions
7. Maintains supplies, including blank copies of clinical documents
8. Provide backup for USPO urine analysis (UA) collections, as needed
9. Maintain strict confidentiality of all client information
10. All other duties as required.

REPORTING RELATIONSHIPS

This position requires frequent interaction with the entire Clinical Services staff, clients, and employees of the BOP and USPO. In addition, this individual relates to a large and diverse number of people inside and outside The Salvation Army. In such contacts, the individual acts as a representative of the Army and its mission.

This individual receives broad supervision from the Clinical Administrator. There is some freedom to plan and carry out assignments within the established policies and guidelines.

PERFORMANCE MEASUREMENTS

This individual is evaluated on how effectively the outcomes of this position are achieved, as well as the timeliness, accuracy, and completeness of performance.

A 30, 60, and 90-day performance review will be conducted.

EDUCATION/EXPERIENCE

• Associate degree or equivalent combination of education and experience as determined by the Administrator of Clinical Programs.
• One year of administrative or clerical experience is required.
• Experience working with confidential records and interacting with clients or the public preferred.
• Proficiency in Microsoft Word and basic computer applications required.

COMPETENCIES

• Unquestionable integrity in all personal and professional conduct.
• Personal maturity and interpersonal skills necessary to work effectively with clients, staff, and contracting federal agencies.
• Ability to communicate in a way which promotes a team spirit among AMHS and other SA/CCC staff.
• Attention to detail, accuracy, efficiency, and organization.
• Able to prioritize and multitask.
• A clear personal desire to assist in the Center's mission of rehabilitation and human healing.
• Moderate word-processing skills. Word preferred.
• Strong organization skills, supported by attention to detail and timeliness.
• Ability to adhere to the requirements of confidentiality.
• Excellent communication and interpersonal skills.
• Demonstrated ability to use initiative and be a self-starter.
• An attention to detail.
• A positive attitude and the ability to be flexible in light of changing job situations/priorities.
• Supportive of the mission of The Salvation Army.

POSITION LIMITATIONS

• This individual will only commit Army resources that have been allocated or approved.
• This individual will keep the Clinical Administrator informed on all critical issues relating to their area of responsibility.
• This individual will adhere to all policies and procedures in carrying out the responsibilities of this position.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• This position is required to do light physical work.
• In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and a PC.
• The work environment for this position is a residential environment with a low to moderate noise level.
• Maintain positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors. This would include but not be limited to such actions: resolution of conflicts in a positive manner; courteous treatment of staff, clients, and visitors; respect for others' property and person, professional and appropriate communication to and about co-workers, supervisors, and subordinates. Support the Mission of The Salvation Army by treating every donor, contact and colleague with respect and dignity, and without discrimination of any kind.

THE SALVATION ARMY MISSION STATEMENT

The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.