JOB TITLE/POSITION CONTROL NUMBER: Crisis Administrative Assistant, PC#539

WORKSITE LOCATION: Gulf Bend Regional Plaza, 6502 Nursery Drive, Suite 100, Victoria TX 77904

STARTING PAY: $15.00/hour EEOC CODE: Administrative Support Workers FLSA STATUS: Non-Exempt

SHIFT: Monday thru Friday, 8:00am - 5:00pm

EDUCATION AND EXPERIENCE REQUIRED:

Associate degree in Business Administration or related field required -or- minimum 3 years' experience in an administrative assistant role with related duties; equivalent experience may be substituted for education requirement.

JOB PURPOSE:

Provides administrative support and performs moderately complex administrative work within crisis services program.

ESSENTIAL FUNCTIONS AND DUTIES:

1. Enters and maintains data related to psychiatric hospitalizations using excel spreadsheets, reports, and multiple systems/computer programs.
2. Sends daily report to HHSC for bed day utilization for each contracted facility.
3. Assists in monitoring utilization of Private Psychiatric Beds (PPB) and Psychiatric Emergency Service Center (PESC) following contract guidelines.
4. Assists with tracking hospital discharges, follow up, and medical records requests from psychiatric facilities.
5. Assist in answering phones for Crisis Department as needed.
6. Completes purchase orders upon receipt of invoice from discharging contracted hospital.
7. Analyzes and monitors data and submits reports within program guidelines.
8. Enters Hotline logs in EHR.
9. Orders supplies for crisis services.
10. Provides administrative support to crisis programs.

Trauma-informed:

A trauma-informed approach to care "realizes the widespread impact of trauma and understands potential paths for recovery; recognizes the signs and symptoms of trauma in clients, families, staff, and others involved in the system; and responds by fully integrating knowledge about trauma into policies, procedures, and practices, and seeks to actively resist re-traumatization." The six key principles of a trauma-informed approach include: safety; trustworthiness and transparency; peer support; collaboration and mutuality; empowerment, voice and choice; and cultural, historical and gender issues (Substance Abuse and Mental Health Services Administration [2014]).

• The Three E's of Trauma: Events, Experiences, and Effects.
• The Four R's: Key Assumptions in a Trauma Informed Approach - Realization, Recognize, Respond, Resist Re-traumatization.

PHYSICAL REQUIREMENTS and ENVIRONMENTAL CHECKLIST: Abilities required to perform the essential and marginal tasks of this job: Walking, Operating office equipment, Standing, Operating motor vehicle, Light lifting (under 15 lbs), Sitting, Ability to see, Identify colors, Depth perception needed, Light carrying (under 15 lbs), Kneeling, Hearing (with aid), Pushing, Ability to write, Repeated bending, Climbing stairs, Ability to count, Reaching above shoulder, Ability to read, Ability to tell time.

Work site and environmental conditions that apply to this job: Inside, working closely with others, working alone.

CRED/PRIV REQUIRED? Yes DRIVING REQUIRED: Yes

KNOWLEDGE, SKILLS, ABILITIES, and COMPETENCY:

1. Program specific: Maintains monthly/quarterly reports, excel spreadsheets, analyzes data to identify trends, enters data into required data fields and spreadsheets. Works collaboratively with crisis services to ensure contractual obligations are met. Completes purchase orders and works with external hospitals/facilities to gather required data. Other duties as assigned by program manager.
2. Communication: Strong written and verbal communication skills to communicate clearly and effectively with strong organizational skills and the ability to interface effectively with all levels of the organization.
3. Task management: Ability to perform tasks effectively and efficiently and to handle multiple priorities in a confidential environment. Must have strong attention to detail. Ability to plan and schedule work and implement directives without constant supervision. Ability to plan and schedule work and implement directives without constant supervision. Must have good organizational skills to achieve multiple deadlines.
4. Confidentiality: Ability to maintain a strict standard of confidentiality in handling sensitive information, reports, and correspondence.
5. Conflict resolution: Ability to solve problems and resolve issues.
6. Interpersonal skills: Interacts with employees' contractors, customers, community, family members, referral sources, governmental sponsoring and funding entities, program auditors, advocacy groups, and the media. Ability to work collaboratively with a team of staff to accomplish the efficient operation of the program by assisting coworkers, as necessary, to meet client needs and contract requirements with no verified complaints. Ability to work cooperatively and productively with supervisor, individuals, co-workers, and groups of persons at all levels of activity, contributing to a strong spirit of teamwork. Ability to establish and maintain effective working relationships with staff, other agencies and the public using tact, courtesy, and good judgment.
7. Code of Conduct, CORE Values: Work behavior must be compatible with Center's Core Values, Culture, Mission and Vision statements, and Policies and Procedures contributing to an environment of problem solving, building trust, conflict resolution, and customer service. Adheres to the professional, ethical and legal requirements set forth in the Center's business Code of Conduct as well as the Corporate Compliance Plan.
8. Customer service: Demonstrates appropriate responsiveness to internal/external customer needs.
9. Dress code: Adherence to Center Dress Code to present a professional appearance and conduct when representing the Center.

OTHER REQUIREMENTS OR CONDITIONS:

1. Current State of Texas Driver License or if you live in another state, must be currently licensed in that state. Liability insurance required.
2. Must be insurable by Center's liability carrier if employee operates a Center vehicle or drives personal car on Center business. Safe driving record as defined by Gulf Bend Center.
3. Must have computer experience to include Microsoft Word, Excel (beginner to intermediate level), Outlook, Adobe Acrobat, Teams, and Zoom. Ability to type 40 wpm. Ability to operate office equipment (phone, copy machine, fax).
4. Must complete all training requirements prior to the due date. Attend required training and team meetings. Relias training and any other training required for the role is 100% compliant.
5. Must maintain regular and reliable attendance, including compliance with the telework agreement. This is a full-time position. Days and hours of work are Monday through Friday, 8:00am to 5:00pm or agreed upon hours 100% of the time, to ensure consistency and completeness of the program's processes.

AAP/EEO STATEMENT

Gulf Bend Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identify or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.