Administrative assistant

Position details : Non-exempt, 32 hours / week with benefits .

The Program Associate-Administrative Support Services team member supports the business operations and agency program, and is the face of our agency for clients / community associates / agency representatives.

This position serves as the administrative hub of the office and is integral to the smooth operation of day to day administrative needs.

This position works closely with the management team to provide comprehensive administrative support services for the agency and reports to the Executive Director.

Reception / Office Administration

Courteously greet in-person and over the phone clients, visitors, and agency representatives, determine their needs and direct to the appropriate person, office, or treatment area.

May take written messages.

• Manage electronic schedule for direct service providers. Document and notify affected parties of daily schedule changes such as cancellations and staff absences.
• Perform general clerical duties :
• o Photocopy / fax / mail documents, including confidential and legal records.
• o Open and distribute incoming mail; prepare outgoing mail daily.
• o Disperse pertinent information via email, voicemail, written messages, etc.
• o Coordinate meetings
• o Organize paper charts, file records, and close-out inactive charts.
• Assist accounting with check log, deposits and other administrative tasks, as assigned.
• Uses processes and systems to manage and ensures office environment is conducive to a productive and efficient workflow.
• Manage office supply inventory and spending by gathering information about needs, usage, and monitoring ordering.
• Monitor proper functioning of office equipment / workspace / building and communicate / resolve problems in a timely manner with appropriate stakeholders.
• Serve as agency administrator for HIPAA, Safety, and / or other agency or program systems, as directed.

Program Support

• Perform data entry, review and reporting within specific timeframe, on a routine basis and as directed.
• Maintain various databases with client, provider, and agency information on a routine basis.
• Handle incoming requests for PIC records, including those from SSA / Disability and other state agencies. Verify ROI is valid.

Fax, mail or email records to requestor.

Assist management with special projects, as directed.

Education / Experience Requirements

• High school diploma or equivalent.
• Minimum of three years’ experience in general office administration. Applicable education consideration will be given to experience requirement.
• Ability to use Microsoft Office platform, including Word, Excel, Access and Outlook;
• Ability to communicate effectively on the telephone and through written correspondence with professionals and the public.
• High level of interpersonal skills to handle sensitive and confidential situations. Position continually requires poise, tact and diplomacy.
• Working knowledge of normal child development and / or medical terminology, as demonstrated by work experience or education, preferred.

Last updated : 2024-02-28