CND Intern Front Desk

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. Responsible for gathering and processing necessary documentation for the upload of CareLogic, scanning, filing, maintaining and monitoring record databases, and responding to inquiries.

ESSENTIAL FUNCTIONS:

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


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


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


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


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


6. Sort and distribute mail to appropriate departments.


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


8. Schedules assessments and new appointments for clients.

1. Updating, preparation, compilation of documents for reporting manually and/or electronically.

1. Coordinate language line for clients to attend scheduled appointments.


2. Scan intake packets to CareLogic, provide copies of packets to Billing Department


3. Scan and save incoming documents by clients into the document library in CareLogic.


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


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


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


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


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

EDUCATION: 

High School Diploma or equivalent experience with some college or technical school coursework preferred and a minimum of 6 months of job-related experience, preferably in an administrative department; or any equivalent combination of education and experience providing administrative duties that provides the required knowledge, skills, and abilities.

SKILLS AND ABILITIES:

1. Candidate must have experience of using Microsoft Office Suite (e.g., Microsoft Word, Excel, PowerPoint) and general office equipment (e.g., fax, copier, printer).


2. Staff must demonstrate the ability to handle sensitive information and maintain a high level of confidentiality.


3. Candidate must possess professional communication skills (verbal and written).


4. Candidate must be detail oriented.

1. Ability to multi-task when needed.


2. Attention to detail in composing, typing and proofing materials, establishing priorities, and meeting deadlines.


3. Good to excellent spelling, grammar and written communication skills.


4. Excellent telephone and oral communication skills.