Administrative Assistant to Client Services 

Position Overview 

The Administrative Assistant provides administrative support to the department leaders (and executive leaders, as necessary) as the department provides food pantry, legal, behavioral health and medical case management services to clients living with HIV in 11 SWPA counties. The position will report to the Sr. Director of Programs and will work collaboratively with Client Services and Clinic staff, our Health Advocates, and a multitude of agencies. The position is forecasted to be 40 hours per week, Monday through Friday from 9am-5pm. This position is considered an in-person position with occasional work from home hours available on a very limited basis. 

Mission 

To improve health and well-being, ALLIES provides integrated medical care, supportive human services, and community-based education for individuals living with, or at risk of HIV, viral hepatitis, and sexually transmitted infections. 

Vision 

ALLIES envisions a healthier community whereby people access integrated medical care and supportive human services in a respectful setting, free of stigma and discrimination. 

Key Responsibilities 

· Answer phone calls directed to the Client Services line and address as needed

· Keep track of daily appointments for the Client Services department 

· Redirect clients when they need appointments

· Accept HUD PSH payments from clients, create receipts and give payments to proper staff 

· Work closely with case managers to track progress on Medicaid applications and back-payments for billing generated for clients in Allies clinic. 

· Assist with writing, sending, and maintaining records of memoranda of understanding (MOUs) with medical providers serving Allies clients 

· May involve participation in biweekly pharmacy meetings 

· Assist with prescriptions for our clients, including ordering and maintaining records 

· Prepare and coordinating client mailings 

· Assist with data entry and board packets as needed 

· Provide feedback to improve client services 

· Act as point person for occasional partner-agency questions about certification status 

· Act as point person for pharmacy about the pharmacy copay assistance program 

· Complete administrative paperwork according to Allies’ guidelines 

Organizational Expectations 

· Improve job knowledge by remaining aware of new regulations and best practices; attending all required agency and departmental training 

· Embrace and exemplify organizational standards and guiding principles for processes, protocols, and utilization 

· Commit to Allies’ promise to sustain and extend diversity, equity, and inclusion 

· Contribute to efforts which build and reinforce Allies’ distinctive, effective, and ethical practices 

Knowledge Skills and Abilities 

The Administrative Assistant should have demonstrated experience in the following areas: 

· Customer service 

· Taking initiative and being proactive 

· Excellent verbal and written communication 

· De-escalation, conflict resolution, and empathy 

· Patience and demonstration of emotional regulation 

· Basic knowledge and understanding of HIV 

· Microsoft Office, including Outlook and Excel 

· Mail merge 

· Quickbooks 

· Data management systems 

· Balancing and prioritizing client and administrative responsibilities 

A Bachelor’s Degree and 2 years of experience or a HS Diploma/GED and 4 years of experience in a similar area is required. 

The Administrative Assistant will be called upon to engage in physical activity appropriate to Clinic and Office environments including the capacity to stand or sit for extended periods.  Current PA child abuse, PA criminal history, Federal criminal history clearances, and verification of TB test performed within the last year are required within the first 30 days of employment. 

The designated starting salary for the Administrative Assistant position is 44-47K with distinctions made for education and direct service experience with client populations similar to Allies’. 

We comply with EEOC.