Office Administrator

We are seeking an Office Administrator to join our team! You will be responsible for supporting all the administrative needs of our College Station Office.

Job Summary:

Performs various administrative tasks in support of business, clinical and operations departments.

Under direct supervision of the DBO

Responsibilities:

Office

• Be present in the front office from 8AM to 5PM (1 hour lunch).
• Manage all staff on-boarding, training and competency/compliance documentation.
• Prepare payroll for review by senior leadership
• Liaise with ADP on payroll issues
• Prepare weekly Level of Care figures for senior leadership
• Work with Executive Directors (or their designees) on all compliance related matters.
• Ensure offices are kept up to professional standards by liaising with janitorial or landlord
• Ensure office is equipped with all necessary supplies, coffee, snacks and drinks
• Ensure fire extinguishers are inspected per Joint Commission and HHS guidelines
• Ensure all first aid kits are supplied with current medications and completely replaced on an annual basis
• Update all corporate email lists as needed
• Manage document retention and destruction process per agency regulations
• Ensure Sensor Push data on staff/client refrigerator is logging correctly and reviewed on a quarterly basis.
• Ensure Xerox machine is in working order. Call in service tech when needed.
• Sort and distribute office mail to responsible parties
• Manage filing systems
• Human Resources Administrator
• Personnel files, bank records, state filings, etc.

Phone

• Gatekeeper for executive staff
• Knowledge of phone tree and phone system functionality
• Update phone system periodically per staffing arrangements
• Ensuring all calls are being answered and directed to correct staff
• Managing off hours phone calls

Client Relations

• Work with incoming clients and CSOs in creating a hospitable and welcoming environment
• Schedule client transportation as needed
• Handle administrative issues of client care (COBRA, FMLA, etc.)

Bills and Billing

• Ensure all non-automated bills are paid per department head.
• Work with billers/billing on keeping client data current

Invoicing

• Input client profiles in Quickbooks
• Invoice and track self-pay balances
• Write checks for COO signature
• Create and track all client responsibility accounts receivable.
• Ensure all 1099’s have been notified regarding invoice due dates

Local Events

• Secure catering
• Manage invitations, announcements and RSVP’s
• Order swag and maintain inventory
• Communicate details to team
• Assist in scheduling hotels and transportation for out of town guests
• Setup and teardown

Clinical

• Assist with KIPU (Electronic Medical Record) as needed per clinical director

Operations

• Occasional gender appropriate UA observation (as needed)
• Work with an outside caterer for in office food services.

COMPETENCIES

• Excellent interpersonal skills
• Highest degree of confidentiality
• Detail focused
• Can lift over 30 pounds
• Ability to work with others
• Excellent verbal and written skills
• Highly proficient in MS Office platforms (Word, Excel, Powerpoint)
• Ability to treat all clients with dignity and respect

QUALIFICATIONS

• Associate’s degree or higher preferred but not required
• 2 years of administrative support experience
• If a former client, the candidate must be at a minimum, 2 years removed from their last date of service with MTR Treatment Corp. “More Than Rehab”.

Job Type: Full-time

Pay: $50,000.00 - $52,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office: 1 year (Preferred)

Work Location: In person