Program Administrative Assistant - Mn Adult & Teen Challenge : Job Details

RockBridge Treatment and Recovery center is a new program set to open December 2024, providing faith-filled treatment and recovery services. Located on a serene and beautiful campus in Buffalo, Mn, the center aims to offer a supportive environment for individuals seeking recovery.Work where you matter. As a part of our team, you'll find a workplace with strong values, invested managers, and supportive co-workers as well as numerous awards, including Newsweek's Best Addiction Treatment Center and six time recipient of the Star Tribune's Top Work Places. **Robust benefits package offers medical, dental, vision, PTO, disability, life insurance & 403b retirement plan. We're looking for YOU, our next Program Administrative Assistant:Job SummaryThe Program Administrative Assistant provides administrative support for the Clinical Program Manager and program needs.Essential Job Duties/Responsibilities:To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. The essential functions include the following:

• Answer phones, emails, and voicemails.
• Type letters and other correspondence.
• Route paperwork to appropriate locations.
• Schedule all appointments for the Clinical Director relating to client issues.
• Maintain adequate supplies of policy manuals, client handbooks, client forms, and other materials.
• Maintain, create, and update client boards with flyers and other required postings.
• Keep staff office up to date with flyers and postings.
• Prepare and distribute forms and other documents.
• Enter all Client Requests into the log in the Client Database.
• Ensure that staff have an accurate calendar available for each day.
• Schedule outside appointments upon receipt of client request forms.
• Maintain excellent relationships between Rockbridge/MNTC and medical, dental, psychiatric, and other related service providers in order to ensure the availability of regular service.
• Communicate with clients regarding co-pays associated with requested appointments and ascertain if the client wants to keep the appointment. Ensure that the money needed for each appointment is withdrawn from the client's account.
• Coordinate transportation to and from the appointments.
• Ensure that medical paperwork is filed.
• Review the medical/dental paperwork when necessary and schedule all follow-up appointments at the direction of the program nurse. Notifies the Program Manager of any changes in the health of the client when necessary.
• Record the appointments submitted by internal staff members (spiritual care, development, family therapy and other appointments).
• Resolve scheduling conflicts to ensure that appointments do not conflict.
• Ensure that all clients that did not have a physical prior to admission receive one during their time in treatment.
• Ensure that the results of the client's physical and blood work are entered into the client database.
• Ensure that the results of the physical and bloodwork make it to the client and into their file.
• Monitor the day-to-day program activities and reports areas of concern.
• Conduct weekly inspections of the facility and provides a written report of the results to the Program Manager regarding property damage, contraband, cleanliness, and energy efficiency.
• Ensure med room and medications are properly stored.
• Contact Probation Officers, Lawyers, etc. to set up appointments.
• Ensure that all pending court appointments are on the calendar.
• Acts as a liaison between Rockbridge/MnTC and the court systems upon request.
• Ensure that Rockbridge/MnTC is aware of and is honoring all legal requirements of clients in our program.
• Ensure each room is adequately supplied with furniture, bedding, and other necessary items.
• Update room assignments based upon census changes and enters changes in bed board function in EMR system.
• Ensure sufficient quantities of required items are available for distribution to new clients.
• Submits purchase requests to the Program Manager to replenish inventory.
• Conduct daily room inspections to ensure rooms are maintained in accordance with current program standards.
• Meet with new clients one to two days after intake for a walk-thru orientation of the building, make them feel welcomed, and answer any questions they might have.
• Perform new client orientation every week.
• Assist PM in weekly meeting and fill in when necessary.
• Coordinate and schedule client appointments.
• Assists Recovery Care Specialists as needed for supervision, client intakes, discharges, etc.
• Assists program clients with issues they need assistance with (i.e. bills, taxes, phone calls).
• Respond to client request forms.
• Approve and disapprove all client correspondence sheets and request forms under the direction of the Program Manager.
• Ensure that client medication refills are being submitted in a timely fashion.
• Assist PM with the details of events such as how many family members are coming, transferring money out of client accounts, creating flyers and signup sheets, etc.
• Ensure that all client documents are directed to the right places to get filed.
• Assist the PM in maintaining a calendar of approved PTO and LOA.
• Ensure that all vehicle logs and gas receipts are matched up and sent to vehicle maintenance.
• Submit vehicle maintenance requests such as new credit cards, keys, or vehicle problems to the director of vehicle maintenance.
• Ensure that the vehicles are kept in good condition.
• Transport clients to appointments and Rockbridge/MNTC events as needed.
• Other duties as assigned by supervisor or senior management.

Required Skills & Experience (Minimum Qualifications):

• At least 1 year of freedom from problematic substances.
• Must be comfortable working with people with life-controlling challenges, including mental health and addiction.
• Strong leadership skills, crisis management, and communication skills.
• The ability to work under pressure and the ability to manage crisis situations.

• Be very well organized.
• Must be able to meet specific staff requirements outlined in Minnesota Statutes 245G.11. Reference: 245G.11 MN Statutes

Physical Requirements:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 10 pounds at a time.