Administrative Coordinator 3

This position may be filled as a job appointment. Job appointments may last up to 4 years & may be converted to a probational appointment. No Civil Service test score is required in order to be considered for this vacancy.   

The ideal candidate will possess the following competencies:
Accepting Direction: The ability to accept and follow directions from those higher in the chain of command. 
Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas. 
Focusing on Customers: The ability to serve the needs of those who support and/or rely on the services provided. 
Following Policies and Procedures: The ability to comply with policies and procedures of the organization as well as State Civil Service rules, and all applicable federal and state laws. 
Acting with Ethics and Integrity: The ability to be consistent, honest, and a trustworthy steward of State resources. 
Demonstrating Initiative: The ability to assess information and take action independently to help the organization achieve its goals. 
Making Accurate Judgments: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.

To apply for this vacancy, click on the “Apply” link above and complete an electronic application, which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page. 

*Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.*

**Note regarding the advertised pay range: The advertised maximum amount listed is the maximum salary a person can make while in this title/level over their career and not the maximum amount we are allowed to pay a new hire.**

 For further information about this vacancy contact: Leigh Conway Leigh.Conway@imcalhsa.org  

Requirements

Qualifications

Function of Work:
To perform a wide variety of clerical duties that requires independent judgment to accomplish in support of the staff members and/or operations of an organizational unit or program.

Some discretion is required in the performance of these duties. Duties begin to expand in scope and complexity, and develop into departmental-program duties.

Level of Work:
Advanced.

Supervision Received:
General from higher-level clerical and/or supervisory personnel.

Supervision Exercised:
May supervise 1-2 lower-level personnel.

Location of Work:
May be used by all state agencies.

Job Distinctions:
Differs from Administrative Coordinator 2 by the presence of responsibility for clerical duties that involve greater scope and complexity, including initial program duties.

Differs from Administrative Coordinator 4 by the absence of paraprofessional duties that involve a higher degree of specialization, complexity, and/or independent judgment.General Administration Serve as clinic receptionist, greeting incoming clients, families, and visitors. Maintain daily sign in sheets that detail all patrons visiting ImCal HSA - Sulphur Behavioral Health Clinic. Answer, and appropriately route, incoming telephone calls from clients, family members, referral sources, and community agencies. Conduct screenings, and ensure completion of initial intake documentation, for individuals requesting services via telephone or face to face encounters. Manage all clinical appointments, scheduling, canceling, rescheduling, appropriately marking appointment status, and ensuring individuals served are scheduled with the appropriate provider for their service need and reimbursement purposes. Identity patient balances and collect payments according to standard operating procedures. Perform routine admin tasks such as filing, copying, faxing, etc. Sort and distribute incoming and outgoing mail. Copy and compile all forms used in an initial intake to the clinic. Ensure initial intake documentation is completed accurately and entered into electronic behavioral health record. Receive, process and respond to all ImCal HSA Sulphur Behavioral Health Clinic medical records requests per policy and procedures. 

Purchasing, Property Control, and Petty Cash Serve as purchasing agent and property manager for the Sulphur Behavioral Health Clinic. Request approval for purchases needed for the clinic use. Compile information and supporting documentation to prepare purchase requisitions for materials, supplies, etc. Compare prices and item specifications. Maintain cost records on equipment and recommend purchasing new equipment as needed. Process and maintain records on repairs and equipment maintenance. Maintain a detailed inventory of ImCal HSA - Sulphur Behavioral Health Clinic property by recording descriptions of property, dates of purchase, identification numbers, locations, and related information. Maintain property control records according to policy and procedure. Maintain petty cash funds to include the balanced ledger and receipt summary. 

Facility and Safety Maintain facility requirements for state licensing including yearly inspections, such as the Fire Marshall, fire/security alarms, fire extinguishers, and the health inspections. Serve as Safety Coordinator, conduct safety drills, and maintain risk management forms and documentation. 

Assist the Clinic Manager with ongoing specialized assignments, complex projects, and other duties as directed.