Front Desk Administrative Assistant

POSITION SUMMARY: 

The Administrative Assistant is the first and last point of contact for clients, vendors, and visitors in our busy Outpatient Treatment Facility.  The Administrative Assistant contributes to creating a welcoming and inclusive environment for our clients, colleagues and community partners from diverse backgrounds and experiences.

ESSENTIAL FUNCTIONS AND RESPONSIBLITIES:

• Greet and register clients for appointments in a warm, polite, and helpful manner.


• Provides excellent customer service to clients in person and on the phone.


• Maintains the front desk area, keeps the lobby neat, tidy, and ensures that it is always covered.


• Answer all incoming calls within three rings and direct calls to appropriate staff.


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


• Sort and distribute mail to appropriate departments.


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


• Schedules assessments and new appointments for clients.


• Coordinate language line for clients to attend scheduled appointments.


• Scan intake packets to Care Logic, provide copies of packets to Billing Department


• Scan and save incoming documents by clients into the document library in Care Logic.


• Perform daily appointment reminders for clients for individual and group sessions.


• Inform staff via email/teams messaging when clients have checked in for appointments.


• Complete all training and tasks for professional development that are assigned by manager/CEO.


• Close the lobby, lock up the building, and set alarm.


• Additional duties as assigned or requested by manager/CEO.

SKILLS AND ABILITIES:

• Excellent verbal and written communication skills.


• Excellent organizational skills and attention to detail.


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

• Comfortable multi-tasking and prioritizing tasks with minimal supervision.


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

Additional Qualifications:

• High School Diploma or GED required, with associate’s degree in business administration or related field preferred.


• Minimum of two (2) years of experience in an administrative support position required.


• Minimum of two (2) years of experience working in behavioral health services.
  

Other Requirements:

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