Administrative Assistant Supervisor

OhioGuidestone is the state’s leader in community behavioral health care, serving around 26,000 Ohioans each year. We focus on the needs of the whole person by providing telehealth and in-person prevention services, as well as mental health and substance use treatment.

As we help people navigate the most difficult times in their lives with compassion and respect we ultimately empower them to take steps towards a healthier future.

We are seeking a Supervisor for our NW Ohio administrative staff. We have staff in our Findlay, Perrysburg, Toledo, Defiance, Napoleon, Bryan, and Wauseon offices and the Supervisor can sit in any of these locations.

The ideal candidate will be a team player who is organized, collaborative and have strong customer service and administrative skills.

If you enjoy managing and coaching others, problem solving and building relationships, this role could be a great opportunity to join Ohio’s leader in mental and behavioral health.

Essential Functions :

• Manages all personnel responsible for providing a welcoming experience to clients and visitors
• Collaborates with clinical and medical programming to provide assistance and meet needs of clinical staff as it relates to checking in clients for appointments, scheduling, and assigning cases
• Monitors the collection of co-pays and updating client demographic information
• Maintain confidentiality as required by state and federal regulations
• Attach all client documentation as appropriate in the EHR and in accordance with agency policy and state and federal regulations
• Have a working knowledge of all OhioGuidestone programs and services for effective communication to potential clients and / or referral services
• Maintain exceptional customer service to all internal and external personnel
• Exercise problem-solving and conflict resolution skills when handling complaints; refer to appropriate designated personnel as needed
• Maintain interpersonal relationships with co-workers to include verbal and written communications, problem solving
• Perform job duties in a manner that’s friendly, considerate, and aligned with the agency’s Mission, Vision, and Standards of Ethical Conduct
• Organize and plan work for maximum efficiency and effectiveness
• Utilize IT system and software programs in accordance with agency policy
• Utilize time off in a manner consistent with agency policy
• May be involved in the planning, organization, and implementation of special events, specific projects, or program changes
• Employee may be asked to complete related duties other than those indicated above as assigned by their supervisor
• Must maintain regular and reliable attendance to the satisfaction of management
• Demonstrate a current knowledge of legal requirements regarding the handling of PHI
• Ability to learn and utilize the agency’s Electronic Health Record database and other electronic tools effectively and efficiently within 90 days of hire
• Ability to cover front desk when needed
• Demonstrate strong interpersonal skills
• Demonstrate exceptional communication skills
• Demonstrate the ability to work independently
• Demonstrate the ability to effectively function as an OhioGuidestone team member
• Demonstrate the ability to effectively manage multiple tasks concurrently
• Possess and demonstrate effective organizational skills
• Demonstrate the ability to customarily and regularly exercise discretion and good professional judgment

Education & Experience :

• High School Diploma or GED, and data entry experience required
• Prior supervisory experience preferred
• Associate or Bachelor Degree preferred

Performance / Physical Requirements :

• Must be capable of providing customer service in a professional and courteous fashion
• Must be able to clearly and confidentially communicate with OhioGuidestone employees, clients, students, participants, and other stakeholders
• Requires English reading / writing skills and high attention to detail
• Must be able to remain in a stationary position 75% of the time as work is primarily performed at a desk. But could involve driving to other OhioGuidestone sites and community offices.
• Requires office skills, typing and computer literacy. Experience with Window applications and advanced knowledge of Microsoft Word, Excel, and Outlook.

E-mail and basic database usage required. Basic knowledge of Microsoft Access and PowerPoint may also be required.

• Must adhere to all Our Promise Values and Guiding Principals
• Must be able to work flexible hours dependent on departmental workload

Qualifications :

• Must be a minimum of 18 years of age
• Proficient w / Microsoft Office Package & office skills required.
• Must have a valid Ohio Driver’s License with a safe driving record and valid insurance
• Ability to take and pass a physical exam and drug screening

What we offer :

• NEW higher pay rates
• Clear career ladder for development path in various roles
• Competitive medical benefits including a zero-cost monthly option for employee or employee + children!
• Free CEU trainings
• 10 paid holidays; three are exchangeable
• Flexible work schedules to support work / life balance
• Flexible work opportunities to support varying career paths, job roles, intern to hire, and locations
• 401(k) with employer match option
• Employment Assistance Program (EAP)
• Mileage reimbursement
• Free licensure supervision
• Recognition and rewards

EEO / Other statement :