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Veterans Inc. Administrative Associate- Treatment Center (Shrewsbury, MA) in Shrewsbury, Massachusetts

Administrative Associate- Treatment Center (Shrewsbury, MA)

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  • Independence Hall

  • Shrewsbury, MA, USA

  • 15.86

  • Hourly

  • Full Time

    This is a full time position with full benefits (health, dental, vision, 403B, paid time off, short/long term disability and life insurance, etc.)

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Are you motivated by knowing you've made a difference in someone's life and in our community? Do you have passion for helping those in substance abuse recovery? If you answered yes, then you may have what it takes to be part of the Veterans Inc. team!

Veterans Inc., a 501(c)3 non-profit, is the largest provider of supportive services to veterans and their families across New England. We are looking for a professional, highly motivated, goal oriented, skilled, and hardworking individual to fill the Administrative Associate position and become a valued member of the Veterans Inc. team!

At Independence Hall we provide client-centered care and recovery-oriented treatment within a therapeutic environment for both veterans and non-veterans 18 years and older. The qualified candidate must be a team player, a creative problem solver, and have a passion for helping others. Veterans are encouraged to apply but veteran status is not a requirement.

The position will work collaboratively with internal and external partners regarding Treatment Center referrals, admissions scheduling, insurance verification, file audits, and data entry. In addition, serve as a first-line contact within the reception area. The position must exemplify the core values and mission of the organization by exercising discretion, diplomacy and tact in patient/staff interactions.

This individual would be based out of the 59 South Street, Shrewsbury, MA 01545 location. This is a full-time position with full benefits (health, dental, vision, 403B, paid time off, short/long term disability and life insurance, etc.) The hourly rate $15.86 and is non-negotiable. The schedule for this position is as follows; Monday through Friday 9:00 am to 5:00 pm.

Must be able to pass a CORI and background investigation. Must be able to start within two weeks of receiving a verbal offer.

Veterans Inc. is an Equal Opportunity Employer. Diversity is valued, and welcomed, on all levels within the organization! Veterans highly encouraged to apply!


  • Welcomes and greets scheduled intakes for inpatient and outpatient Substance Abuse Treatment Services, current clients, and visitors in a manner that is helpful and friendly; determines purpose of visit and directs, as needed, to appropriate person(s) or department(s).

  • Exercises the utmost diplomacy and tact to provide excellent customer service and practices confidentiality and privacy protocols in accordance to Treatment Center policies and HIPAA requirements.

  • Meets with new intakes at the time of admission to gather, verify and document insurance coverage information to support billing services and works in coordination with Management, Admissions & Billing Specialist, and RS Intake Specialist as needed.

  • When needed, assist with new patient orientation, as well as provide, telephonic support to incoming and outgoing referral requests seeking program admission and/or program(s) overview.

  • Maintain and audit client medical record files and corresponding documentation, including, assisting clients with completion of agency related forms.

  • Performs day-to-day administrative functions and general office duties including but not limited to word processing, copying, filing, faxing, answering phones and data entry.

  • Prepares and makes ready client files for new program(s) intakes.

  • Performs data entry standards for program needs (ex. DPH/BSAS Virtual Gateway) and adheres to timeline submittal requirements.

  • Maintains business office inventory and equipment by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies; scheduling equipment service and repairs.

  • Adheres to all clinic policies on safety and security; maintains restricted areas safe by safeguarding keyless entry codes and computer system passwords in strict confidentiality.

  • Exercises problem-solving and conflict resolution skills when handling client complaints; refers client complaints to appropriate designated personnel as needed.

  • Calls to confirm upcoming scheduled intakes daily.

  • Schedules patient flow to clinic based on predetermined appointment arrangements to allow the clinic to serve an adequate number of clients as established by agency requirements.

  • Maintains waiting area, office files, and front-desk areas in a manner that is organized and neat, duties to include, but not limited to, stocking refreshments within New Leaf Cafe and IOP group room.

  • Attends and participates in meetings as required.

  • Performs other special projects and duties as assigned.


    Knowledge, Skills and Abilities:

  • Ability to understand, communicate and follow Veterans Inc. policies and procedures.

  • Understands the importance of maintaining confidentiality; able to maintain confidentiality under HIPAA standards.

  • Ability to exercise a high degree of diplomacy and tact; excellent customer service and interpersonal communication skills; Cultural sensitivity and demonstrated ability to work with diverse people groups.

  • Knowledge of medical billing/collection practices.

  • Must be highly flexible; able to accommodate changing needs of the department.

  • Well-developed verbal and written communication skills in English. Additional language abilities highly desirable.

  • Ability to multitask, prioritize and process information with a high degree of accuracy.

  • Knowledge of basic math and modern office procedures.

  • Ability to work well under pressure with minimal supervision.

  • Basic to intermediate computer knowledge and skills.

  • Training and/or experience with computer data entry and ability to type a minimum of 50 WPM.

  • Must be able to successfully pass a CORI or criminal background records check.

  • Must be willing to submit to and successfully pass a drug test.

    Minimum Education and Experience Required:

  • Minimum of high school diploma, GED or equivalent. Minimum of two (2) years of administrative or clerical experience preferably in a clinical or community-based setting.

  • Insurance verification of member benefits/eligibility experience is highly desirable.

  • Must be able to successfully pass a CORI/Background records check.

  • Must be willing to submit to and successfully pass a drug test.

    Mental Requirements:

  • Concentration and critical thinking

  • Evaluating

  • Organizing

  • Analytical skills

  • Negotiation Skills

  • Verbal & Written communication

  • Confidential interactions

  • Problem-solving

  • Decision-making

  • Collaboration

    Physical Requirements:

  • Vision Acuity to be able to see in the normal range with or without correction.

  • Hearing Ability to hear within normal audio range, with or without correction.

  • Driving: Frequency Occasionally; Must have valid driver's license and reliable transportation.

  • Sitting: Frequency - Occasionally

  • Standing: Frequency Frequently

  • Walking: Frequency Frequently

  • Reaching, pushing, pulling: Frequency Frequently

  • Lifting: up to 30 lbs., Frequency: Occasionally

  • Carrying up to 30 lbs., Frequency: Occasionally

    Physical Environment:

  • Office Setting: Frequency Frequently

  • Outside: Frequency Occasionally

  • Worker is not frequently exposed to hazards chemicals or environment.

    For more information, or to apply now; visit our website. Please do not mail, email, or fax your cover letter/resume to us as we only accept applications through our website.Mailed, emailed, or faxed cover letter, resume, and applications will not be reviewed nor considered!

    If you need assistance completing an application please Emails regarding application status will not be returned.

    No Recruiters Please!