Administrative Assistant -Front Desk

POSITION SUMMARY: The Front Desk Administrative Assistant is the first point of contact for clients, vendors, and visitors in our busy Outpatient Treatment Facility, responsible for managing front desk operations.  The Front Desk Administrative Assistant contributes to creating a welcoming and inclusive environment for our clients, colleagues and community partners from diverse backgrounds and experiences. This role plays a vital part in creating an organized and welcoming environment for clients seeking care.

By serving as the central link between patients and staff, the Front Desk Administrative Assistant facilitates communication and coordinates appointments. Their work directly influences the patient’s experience, setting the tone for their visit from the moment they arrive. Through effective management of front-office duties, The Front Desk Administrative Assistant enables staff to dedicate their focus to client care, contributing to the overall effectiveness of the agency.

ESSENTIAL FUNCTIONS AND RESPONSIBLITIES:

• Greets and provides excellent customer service to clients, vendors, visitors, and staff in person and on the phone.


• Exercise necessary levels of discretion or independent judgement in all situations; maintains the highest level of confidentiality.


• Coordinates with clinical, treatment, and billing departments to ensure all client needs are met and to support clinical, treatment, and billing operations.


• Manage appointments for clients by scheduling and confirming client daily appointments.


• Manage client check-ins/check outs, including assisting billing department with verifying insurance information and processing payments.


• Maintains the front desk area and ensures that it is always covered.


• Answer multi-line phone system within three rings and direct calls to appropriate staff.


• Clear all general voice mail daily and return calls in a timely manner.


• Additional duties as assigned or requested by Director of Human Resources and CEO.

SKILLS AND ABILITIES:

• Excellent verbal and written communication skills to interact with clients, vendors, visitors, and staff.


• Excellent organizational skills and attention to detail to effectively manage multiple tasks efficiently.


• Excellent Interpersonal skills to create a positive experience for clients.

• Fluent with Microsoft Office 365 experience, especially Outlook, Microsoft Word and Teams.  


• HIPAA awareness, utilize critical thinking skills, and employ patient de-escalation techniques.

Additional Qualifications:

• High School Diploma or GED required. Associate’s degree in administrative assisting or related field preferred.

• Minimum of three years of experience in an administrative support position required.


• Ability to work in a fast-paced environment


• High level of professionalism

Other Requirements:

Must possess a valid Ohio driver's license; must pass a criminal background check and a pre-employment drug screen.