Administrative Assistant

The Personal Wellness Center

Job Description

Job Title: Administrative Assistant

Location: The Personal Wellness Center, Salisbury MD

Reports to: Office Manager

FLSA Status: Non-Exempt/Hourly

Summary

We are seeking an organized and proactive full-time administrative assistant to join our team. The administrative assistant plays a key role in our office, functioning as both the first point of contact with clients, as well as ensuring that all necessary scheduling, insurance claims, and billing are handled to keep our operations moving smoothly. The ideal candidate is both a self-starter and team player, as well as someone who has an eye for details and organization.

You will work directly with our office staff to ensure all administrative tasks are efficiently and effectively implemented.

Responsibilities

• Provide high quality customer service using professionalism, confidentiality, and good judgment is required
• Ensure all paperwork is completed by clients before they receive services, verify their mental health insurance benefits and enter them into our system.
• Insurance billing and entering insurance payments into QuickBooks.
• Prepare, proof and edit documents, correspondence, spreadsheets and reports as directed ensuring accuracy and meeting all established deadlines
• Answers and direct phone calls, take messages, and answer all questions related to the services we provide.
• Secure maintenance of office equipment
• Maintain an accurate provider calendar
• Overview of inventory and order supplies for store and office needs
• Processing and directing mail and incoming packages or deliveries
• Greeting clients and ensure services are quickly provided (i.e Wellness Membership, alerting clinician/service providers when clients arrive for their appointments).
• Finding ways to improve administrative processes
• Other duties may be assigned

Required Job Qualifications of the Administrative Assistant

• High school diploma or equivalent
• Associate degree is preferred, but not required
• At least two years of administrative and customer service experience
• Strong computer skills including Microsoft Office, and use of client databases

Skills/Experience

Individual must possess the knowledge and the following skills and abilities or be able to perform the essential functions of the job.

• Impeccable customer service skills both in person, on the phone and in relevant written communication
• High degree of organization, attention to detail and ability to quickly move from task to task
• Ability to maintain confidentiality
• Strong interpersonal skills with an ability to maintain a high quality of customer service
• Be able to work creatively, independently and collaboratively as a team member and be able to multi-task and prioritize projects
• Excellent oral and written communication skills
• Web savviness and strong computer skills including proficiency in MS Office, Excel, PowerPoint and QuickBooks
• A team player with leadership skills
• Strong analytical and numeracy skill
• Attention to detail – It's vital that all tasks administrative assistant undertakes are completed to a high standard without errors
• Flexibility

Preferred Job Qualifications of the Administrative Assistance

· Bilingual English and Spanish is a bonus, but not required

Expected Hours of Work

• 40 hours weekly, schedule to be determined. Evenings may be required.
• We are open Monday through Thursday 8:00 AM to 7:30 PM, Fridays 8:00 AM to 2:30 PM.

Work Conditions

• Work is primarily indoors
• High level of social contact with clients
• Communicate with people daily by telephone, e-mail, and in person.
• Occasionally will have to handle conflict situations in which others may become rude or unpleasant

Required Physical Abilities

• Ability to bend, stoop, reach, stand, move from one area of the building to another on a regular basis, sit and use a computer for a long period of time.
• Manual and physical dexterity needed to operate a computer keyboard and handle paper documents.
• Enough near vision acuity to read information appearing on computer display screen, in hand-written forms, and printed on paper.
• Adequate hearing and verbal abilities to communicate effectively in person and by telephone.
• Ability to lift and carry items weighing up to 25 pounds.

Job Type: Full-time

Pay: $17.00 - $19.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Evening shift

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Salisbury, MD 21804 (Required)

Ability to Relocate:

• Salisbury, MD 21804: Relocate before starting work (Required)

Work Location: In person

Salary : $17 - $19