Bilingual (Spanish) Administrative Assistant

Bilingual (Spanish) Administrative Assistant Location Catonsville, MD :

Are you a quick-thinking, go-getter who never drops the ball? Bright Futures Ahead, LLC. (BFA) is seeking a bright, ambitious, customer service-oriented professional who is interested in supporting our mental health practice. You must have strict attention to detail, a positive attitude, and a desire to learn and grow. If so, the future will be bright for you at BFA.

Responsibilities:

• Answer a multi-line phone system in a professional manner.
• Screen, route, and forward phone calls.
• Greet visitors with a pleasant and helpful attitude and Direct visitors to the appropriate person.
• Sort and distribute mail.
• Provide clerical and administrative support to various departments including typing documents, proposals, and purchase orders; creating and working within spreadsheets; scanning; filing electronic and hard copy documents; uploading electronic documents; and reviewing and updating documents and job files.
• Maintain and order office supplies.
• Schedule service for printers and copiers.
• Prepare FedEx shipments.
• Prepare memos, letters, reports, and general correspondence in support of human resources activities.
• Maintain and update company personnel files.
• Assist with company/training/meeting/lunch events.
• Assist with recruiting and onboarding efforts.
• Assist with other administrative and office management duties on a daily basis.
• Building/maintaining relationships with employees/consumers.
• Accepts deliveries.
• Ensure the reception area is tidy and presentable, with all necessary stationery and material (i.e., pens, forms, and brochures).
• Monitors and orders office supplies
• Monitors conference room schedules
• Plans company events and celebrations with other BFA team members
• Proactively manage leadership calendars with strong attention to accuracy, detail, and allocation of time to promote productivity and anticipate the need to re-prioritize as appropriate.
• Anticipate current and future needs while creating detailed action plans to get ahead of them.
• Provide support on presentations and department-wide programs such as all-hands-on meetings and planning sessions.
• Collaborate with other members of the admin and support workers to provide seamless support.
• Responsible for assisting / co-facilitating orientation of all new hires to the COMAR, CARF, and company policies/ procedures related to service delivery and documentation.
• Collaborate with internal and external treatment team providers and maintain a multi-systemic approach to ensuring the dissemination of quality care for each individual being served.
• Schedules appointments for all consumers across all programs
• Responsible for submitting all initial authorization and concurrent authorization requests across all programs in a timely fashion.
• Identify and conduct intakes for all eligible consumers into the Outpatient and Substance Use programs, Psychiatric Rehabilitation Program, Therapeutic Behavioral Services Program, and SUD Housing Program.
• Assist the Program Director in identifying and marketing relevant referral sources that could benefit from all agency services provided.
• Maintain accurate and current information on all client databases and EHR.
• Effectively respond to client emergencies and/or urgent needs.
• Participate in Outreach Events.
• Maintain consistent and open communication with the Program Director/CEO on all relevant and pertinent clinical and administrative issues related to the program.
• Other duties as assigned.

Requirements:

• Have 2+ years of administrative assistant, executive assistant, or similar experience managing and supporting multiple senior leaders and large teams
• Possess expert knowledge of Microsoft Office 365/Suite, including MS Word, Excel, PowerPoint, and Outlook.
• Have excellent organizational and prioritization skills with high attention to detail
• Strong verbal and written communication skills.
• Ability to adapt and think quickly to changing priorities, and to balance multiple issues and projects in a fast-paced environment.
• Have discretion and sensitivity toward confidential information
• Are committed to supporting work and the flexible nature of it all
• Sales and Consumer service orientation - you strive to provide the best service possible as an individual contributor and team player
• Hands-on experience with office equipment (e.g. fax machines and printers)
• Professional attitude and appearance
• Ability to be resourceful and proactive when issues arise.
• Multitasking and time-management skills, with the ability to prioritize tasks

Required licenses or certifications:

• CPR/AED
• First Aid
• DLA-20
• CJIS Criminal Background Check
• Pneumonia / Flu Shot
• Tetanus Shot
• Drug Test
• Driving Test w/ no more than 2 points
• Sexual Abuse Awareness Training Certification
• Narcan Training

• All background checks, verification of credentials, and fitness for duty have time frames for completion and required frequency.

• In the event that background checks, credential verification, or fitness for duty cannot be fully completed, the CEO will mitigate the hiring decision.