Full-time Administrative Assistant

St. Joseph's Addiction Treatment and Recovery Centers

Location: Inpatient Facility - Saranac Lake, NY

Position: Full-time Administrative Assistant

Shift/schedule: Monday-Friday / 8:00am-4:30pm

Pay Range: $17.00/hour to $23.00/hour

Position Summary: Receives visitors, answers phone, conducts clerical duties, and maintains mail reports and logs.

Education and Training: High school graduate with computer skills clerical skills

Qualifications and Requirements: Strong interpersonal and communication skills. Good organizational and time-management skills.  Ability to work effectively both independently and as part of a team.

Essential Duties:

Send out bi-weekly menu, maintain lunch count, email dietary by 10:30am daily with the count.

Receives visitors and assists them as may be required:

1. As soon as possible, greets visitors.


2. Assesses visitors' needs/desires.


3. Requests visitors to sign Visitor’s Confidentiality Statement.


4. Provides information, direction and/or follow through.


5. Greets all new Resident admissions and connects them to the nursing staff to begin the admission process.


6. Complete all PAS 44’s for new residents being admitted to the program


7. Admit residents into NetSmart

Answers phones in a courteous and helpful manner:

1. Handles inquiries and using professional practices.


2. Responds to all telephone calls within four rings.


3. Projects a professional response.


4. Screens calls and is alert to employee availability and personnel assigned back-up.


5. Relays messages by phone or written communication.


6. Ensure faxes are sent to the correct department


7. Scan Credit Card Statements to Outpatients.


8. Maintain updated phone list.

Coordinates mail distribution including weighing and applying postage for out-going mail and UPS:

1. Assures postage supplies and stamp meter are maintained in a timely fashion.


2. Facilitates sender prepared out-going mail and packages according to schedule.


3. Distributes in-coming mail and packages:


4. Maintains postage meter and submits requests for mail related payments.


5. Sorts and distributes all incoming mail daily.


6. Complete mail run as needed

Family department tasks:

1. Create folders for family members & name tags. Putting folders together and color coding the paperwork.


2. Contacting family members to verify attendance or confirm the status of letter writing. Answer questions regarding family session and send any other questions to family staff.


3. Sending attending or letter writing guidelines if family members did not receive information via initial interview.

Clinical support tasks:

1. Maintain lecture calendar.


2. Create list and send email every other Thursday to announce new resident orientation


3. Maintain Holiday sign- up sheet ensuring all shifts are covered