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SalaryJob Title: Administrative Assistant
Division: Behavioral Health Services
Status: Non-Exempt (20-25 Hours a week Monday - Friday)
Reports To: Chief Clinical Officer
Position Summary:
This position is responsible for performing a wide variety of administrative duties to assist staff for a child and family service agency. This position serves as the first point of contact for internal and external parties. The responsibilities include organizing, coordinating, scheduling and performing various office functions. This position will assist in ensuring effective communication between staff, volunteers, clients, and visitors.
Essential Job Function:
- Actively adheres to the six core principles of trauma informed care and promotes a trauma informed culture.
- Maintains and completes record/reports that include organizing client records, maintaining personnel records, preparing monthly and quarterly reports and managing files, including electronic files.
- Types from notes, rough draft or verbal instructions a variety of written materials including correspondence, schedules, bulletins, memoranda, calendars, forms, requisitions, records, reports and evaluations.
- Composes and types routine correspondence and memoranda. Processes documents, client engagement letters, quarterly newsletters, etc. (i.e. correspondence, memos, and minutes).
- Answers telephone in a professional manner and provides information and assistance or routes caller to appropriate staff member. Takes phone or visitor messages and delivers to appropriate individual.
- Understanding of the services we offer to be able to provide callers with a variety of general information.
- Responsible for creating new referrals, running insurance eligibility and/or informing clients of their financial responsibility, and scheduling initial appointments.
- Complete incoming referrals/intake/registration and ensure all intaking information is received.
- Organizes and mails all routine and requested correspondence in a timely manner. Assists with bulk and special mailings.
- Assists Development Department with special events including mailings, correspondence, receiving and organizing donations, and working at the event.
- Greets visitors and volunteers to the office in a professional manner and directs them to appropriate individual.
- Maintains the appearance of the general office areas, closets and front waiting room on a daily basis.
- Works collaboratively and communicates appropriately with other staff members.
- Sorts, and distributes mail.
- Maintains current forms and ensures the availability of such forms.
- Makes copies, collates, faxes and staples materials as requested in a timely manner.
- Operates and oversees the maintenance of office machines including computer, calculator, copier, and communications equipment.
- Oversees maintaining front office and ordering of needed supplies.
- Oversee client payments (in person or over the phone) and ensure petty cash is in order.
- Assists Human Resource Department with tracking staff trainings.
- Assists in coordinating volunteer activities in both Highland Heights and California locations.
- Attends staff meetings and trainings in order to enhance skills and knowledge base and comply with training regulations.
- Works collaboratively and communicates appropriately with other staff members.
- Responds respectfully and effectively to people of all cultures, classes, race, ethnic backgrounds, and religions in a manner that recognizes, affirms, and values the worth of individuals, families, and communities and protects and preserves the dignity of each.
- Adheres to ethical standards of professionalism including maintaining confidentiality of each child and their family, in compliance with HIPAA regulations and agency policies.
- Seeks to fulfill Holly Hill’s mission by providing quality services to the children served.
- Participates in Holly Hill’s Performance Quality Improvement (PQI) activities as assigned.
- Performs other related duties as required.
Education:
- High school diploma or GED Certificate
Experience:
- Prefer one (1) year experience in performing administrative duties in an office setting.\
Skills:
- Knowledge of modern office procedures and methods including telephone communications, office systems and record keeping.
- Knowledge of modern business communication, including style and format of letters, memoranda, minutes, and reports.
- Skill to use a personal computer and various software packages, specifically Microsoft Office Word and Excel.
- Skill to type 40 words per minute.
- Ability to add, subtract, multiply and divide quickly and accurately.
- Ability to coordinate and perform number of different tasks related to various programs.
- Ability to maintain accurate records, including financial and statistical records.
- Ability to communicate effectively both orally and in writing.
- Knowledge of correct English usage, grammar, spelling, punctuation and vocabulary.
