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Bay Cove Human Services

Location: BostonMA 02114 Document ID: AF450-1PLF Posted on: 2021-11-1211/12/2021 Job Type: Regular

Job Schedule:Full-time
Minimum Education: High School2021-12-12

Administrative Coordinator - ACCS - Integrated Tea

Required Shifts: Monday-Friday 9:00AM-5:00PM

Mission Statement: Bay Cove Human Services partners with people to overcome challenges and realize personal potential.

Job Summary:

As a member of the multidisciplinary ACCS Integrated Team, the ACCS Administrative Coordinator is responsible for organizing, coordinating, and monitoring all non-clinical operations of the ACCS team under the direction of the ACCS Integrated Team Director; providing administrative assistance including triaging calls, assisting Persons, their families, and funding agencies to get answers to questions; and providing direct support to team staff, including monitoring & coordinating daily team schedules and supporting staff both in the office and in the field. The ACCS Administrative Coordinator will often be the first responder to Persons, families, funders and outside providers and is therefore essential in delivering accurate and timely information to all interested parties in a way that supports Bay Cove’s mission. This is a non-exempt position.

Supervisory Responsibilities:

At the discretion of the ACCS Integrated Team Director

Essential Functions of the Position:

  • Serve as a liaison between Persons and staff greeting people at ACCS team office and answer telephone calls including performing the following: 1) triage and coordinate communication between the receptionist and the team; 2) ensuring answers to questions for Persons, families, community sources, and agencies are delivered in accurate and timely manner; and 3) assist the receptionist to relieve urgent situations or to temporarily manage them until other staff are available.
  • Complete administrative tasks for the team as needed including but not limited to; taking notes in team meeting and sending out notes to the team; collecting data and preparing reports (ie staff training); creating and updating binders for QM; reviewing utilization management and preparing info for ITD as needed (ie attendance reporting, R day summaries, service note reports); creating and managing team staff directory; creating on-call schedule for first on-call including collecting the monthly housing schedules.
  • Preparing check requests for Persons and program funds; manage and operate the system to disperse money (cash, gift cards, and checks) to Persons according to individual budgets and program needs. Coordinate with Rep-Payee office regarding monthly check pick up.
  • Maintain and monitor ACCS Persons physical and electronic charts according to program, agency, and stakeholder standards, including the following: set up charts for newly admitted Persons Served, file materials in charts, and upload referral material to electronic record. Review documentation deadlines with team (i.e. track all IAP due dates and ACA completion process, including scanning and uploading ACAs). Conduct record reviews as requested for MRO.
  • Ensure organized and complete electronic and paper filing systems by scanning and filing documents to appropriate folders, uploading requested documents (ie emergency alerts, risk review recommendations and other risk-related documentation) to the electronic record, and by purging and storing paper records in accordance with agency policy.
  • Assist ITD in prospective candidate engagement by coordinating communication with candidates and with Bay Cove’s Human Resource department.
  • Sort mail for teams and organize a regular time to make an interoffice run to ensure proper interoffice flow.
  • Conduct post-discharge surveys with a goal of collecting data that will help inform service planning and quality improvement efforts.
  • Utilize recovery-oriented language and principles in all communication and interactions with Persons, colleagues, and collaterals.
  • Perform other duties as assigned by supervisor

Requirements for the Position:

  • Bachelor’s Degree required, preferably in Psychology, Social Work, or a related area
  • A High School diploma or GED plus three years direct care experience providing services to adults with mental health issues or related population can be substituted for the above degree requirement.
  • Previous experience working with individuals diagnosed with severe mental health issues strongly preferred.
  • Strong commitment to the right of each Person with mental health challenges to live in community residences, to work in market jobs, and to have access to helpful, adequate, competent, and continuous supports and services of their own choosing.
  • Knowledge of accounting procedures, medical records management, and personnel policies and procedures is preferred.Professional written and oral communications skills.
  • High degree of personal organization, attention to detail, and time management skills.
  • Proficiency in word processing and other computer functions using Windows, Word, and Google Email and Apps.
  • Ability to climb stairs and carry up to 40 pounds, as well as the physical capacity to assist people with mobility impairments as needed.
  • Use of personal cellular telephone for work communication.
  • Valid driver's license preferred.
  • Bilingual candidates encouraged to apply, pay differential offered for candidates with fluency in certain essential languages.
  • A COVID-19 vaccination is a requirement of the position. One COVID-19 shot is acceptable, contingent on the individual receiving the second shot within the allotted time frame.

Mission Traits:

  • Utilizes a flexible and responsible work style that meets evolving needs of the agency.
  • Works with integrity and respects the dignity and value of all individuals.
  • Exhibits mission through job knowledge, pride in work role, and advocacy.
  • Promotes diversity and inclusion of all individuals.
  • Works in a collaborative, compassionate manner with stakeholder/ partners