Outpatient Secretary

THE SALVATION ARMY

NORTH AND CENTRAL ILLINOIS DIVISION

Harbor Light

POSITION DESCRIPTION

POSITION TITLE: Outpatient Secretary

LOCATION/DEPT: Harbor Light/Outpatient Clinic

REPORTS TO: Billing and Office Manager

FLSA CATEGORY: Non-Exempt

STATUS TYPE: RPT

PAY GRADE: 403

PAY RANGE: $18.11-$21.73

DEPARTMENT MISSION

To support the full mission of The Salvation Army through providing reception, attending to telephone calls and secretarial duties.

PROGRAM/CLIENT ENVIRONMENT

The backgrounds of the clients served by The Harbor Light Program will manifest a variety of inappropriate behaviors. When this occurs, employees are to respond within the context of the treatment environment of the site. Employee conduct (actions, dress, etc) and interactions (conversations, written communications, etc.) with clients must also be within the treatment environment of the facility.

OUTCOMES

Receives clients and informs counselors of client arrivals, reroutes incoming telephone calls, and performs filing and data entry. Completed billing reports submitted to office coordinator; other tasks such as typing and filing.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. General receptionist responsibilities are assumed for the Outpatient Clinic including: receiving, informing and directing self-referred and scheduled patients; telephone inquiries are received, responding with appropriate general information or channeling theses inquires to appropriate staff members.
2. Front office work such as typing, answering telephones, copy work, delivering mail, is completed.
3. Responsibility is assumed for computer entry of assigned client data/transactions related to client case openings, changes, deletions, services, and closings submitted by all Harbor Light Units of services.
4. Closing information is entered at the end of each month as assigned.
5. Billing information is entered into the computer system as assigned.
6. Pre-Certifications are completed as assigned.
7. Client folders pulled for auditors, QA, or the Clinical Director and are kept organized and filed back in the cabinet.
8. All other duties as assigned, including special projects.

REPORTING RELATIONSHIPS

This position reports to the Billing and Office Manager.

In contacts related to this position's duties, this individual acts as a representative of the Army and its mission.

PERFORMANCE MEASUREMENTS

This individual will be evaluated on how effectively the outcomes of this position are achieved, as well as the timeliness, accuracy and completeness of accomplished assigned goals.

EDUCATION/EXPERIENCE

• High school diploma or GED equivalent required.
• Previous clerical experience.

COMPENTENCIES

• Bi-lingual/Spanish highly preferred.
• Must be able to type and file and enter data accurately.
• Must be able to keep information confidential.
• Must have basic computer skills.
• Good communication and interpersonal skills.
• Must have English grammar skills.
• Able to work as a team member and well with others.
• Demonstrated ability to use initiative and be a self-starter.
• A positive attitude and the ability to be flexible in light of changing job situations/priorities.
• Ability to handle people with courtesy and mature judgment.
• Supportive of the mission of The Salvation Army.

POSITION LIMITATIONS

• This individual will only commit Salvation Army resources that have been allocated or approved.
• This individual will keep the Billing and Office Manager informed on all critical issues relating to his/her area of responsibility.
• This individual will adhere to all Army policies and procedures in carrying out the responsibilities of this position.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• This position is required to do light physical work. Must be able to walk up two flights of stairs and lift up to 25lbs.
• In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and PC.
• The work environment for this position includes an office environment with a low noise level.
• Must be able to work with clients that have poor social skills, suffer from mental illness, and have substance abuse problems.

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.