William James College Hiring for Administrative Assistant, Clinical and Forensic Services Department at Boston, MA Full Time

Position Summary

William James College is currently seeking a full-time administrative assistant to help
oversee and complete a variety of tasks for the various programs within the Department of Clinical and Forensic Services. Some prior
experience with billing, mental health and/or court systems is preferred.

Essential Functions

• Work closely with the program directors of the clinical/forensic services to create procedures suited to their clinical needs and
  resources
• Case management and systems development tasks including; helping to create and oversee systems for tracking cases from
  referral through billing, communicating with clients, participants in legal cases and other involved parties (e.g., counsel), tracking and
  documenting receipt of signed paperwork, managing intake and follow up paperwork; maintaining database of ongoing assignments, referral
  numbers, due dates, examiners ultimate opinion, and trials for upcoming scheduled cases for WellPath; receiving and documenting referrals
  for CAFFES; sending out Service Agreements for CAFFES; sending motions to the Court/Counsel for CAFFES; scanning documents received on
  CAFFES cases to the network
• Provide research support and maintain database of relevant case law for forensic services
• Managing disputes with insurance companies as needed
• Billing and finance management tasks including; helping to create and
  oversee billing systems, sending bills to clients, tracking billing deadlines, completing and filing the billing paperwork for CPCS,
  Commonwealth of Mass Courts, and other agencies, ensuring that invoices have been submitted by due dates for examiners, providing receipts
  for insurance submission, overseeing billing of insurance and disputing denials, tracking and recording payments
• Responsible for
  overseeing and streamlining a team of work-study students including; signing off on hours, reminding clinicians about upcoming deadlines,
  coordinating schedules, oversite for tasks assigned to work-study students, hiring work-study students, helping to oversee and streamline
  the intake department for Brenner, and overseeing the process of scanning health records for Brenner
• Clerical assignments, which
  will include scheduling for the department manager, organizing files, copying, scanning, faxing, filing, prepping materials for Certificate
  Courses, sending out assignments to examiners, organize, finalize, submit and mail out reports to Court by due date/email to DOC by due date
  for forensic services, organizing the testing closet and ordering testing materials as needed (or overseeing this task), managing room
  reservations for students as needed, and helping to generate demographic information for reporting

Qualifications

• Bachelor’s degree preferred and three years of job-related experience, or
  equivalent combination of education and/or experience
• Strong written and verbal communication skills.
• Strong
  organizational and time-management skills
• Strong administrative skills with prior experience in an administrative setting
• Excellent data entry skills
• Customer-service oriented with excellent interpersonal and problem-solving skills
• Ability
  to multi-task and work under pressure
• Strong attention to detail is critical
• Editing skills
• Familiarity with
  technology is essential including: Microsoft Office products (Word, Excel, Outlook) and Teams
• Applicant must be able to assume
  employment in the U.S. without College sponsorship

Application Procedures: Review of applications will begin
upon receipt. Interested candidates should submit: 

1. A Cover Letter responding to the stated qualifications.
2. A
   Résumé/Curriculum Vitae. 
3. A list of three professional references with complete contact information. (References
   will not be contacted without the candidate’s prior permission.) 

Materials should be submitted electronically via
the WJC application portal- https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=40dab9cd-14a1-4d29-b356-da8c9cb6fb6f&c
cId=19000101_000001&lang=en_US