Office Assistant

Description

Position Summary: 

Office assistants handle organizational and clerical support tasks. This may include organizing files, scheduling appointments, writing copy, proofreading, receiving guests and serving as a receptionist 

. Significant Duties and Functions 

• Provides administrative assistance to the CEO by answering/screening phone calls,
• Perform Receptionist duties
• Enter, edit, revise, print, assemble and distribute written materials such as forms, correspondence and other documents
• Types, assembles and distributes written 
• Provide general support to visitors
• Help maintain filing systems are maintained and current
• Handle customer inquiries and complaints

Knowledge, Skills, and Abilities 

• Good written and oral communication skills
• Good interpersonal interactions skills
• Good organizational and supervisory skills
• Ability to handle sensitive data
• Ability to organize workflow and use time efficiently 
• Ability to prioritize duties and delegate responsibilities 
• Proficiency with Microsoft Office Suite software applications
• Ability to work as part of a team
• Excellent time management skills and ability to multi-task and priorities work
• Attention to detail and problem-solving skills

Education and Qualifications:

Minimum of High school diploma 

Requirements

The Front Receptionist serves as the first point of contact for clients, visitors, and providers. This position is responsible for creating a welcoming environment, managing appointments, answering phones, maintaining client records, verifying insurance information, and providing administrative support while maintaining strict confidentiality in accordance with HIPAA regulations.

Responsibilities

• Greet clients, families, and visitors in a courteous and professional manner.
• Answer and direct incoming phone calls.
• Schedule, reschedule, and confirm appointments.
• Check clients in and out for appointments.
• Collect payments and provide receipts when applicable.
• Assist clients with completing intake and office forms.
• Maintain accurate client contact information.
• Respond to emails and voicemail messages in a timely manner.
• Keep the reception area clean, organized, and welcoming.
• Order and maintain office supplies.
• Communicate effectively with clinical and administrative staff.
• Maintain confidentiality of client information in accordance with HIPAA guidelines.
• Perform other administrative duties as assigned.

Qualifications

• High school diploma or GED required.
• Previous receptionist, administrative, or customer service experience preferred.
• Strong communication and interpersonal skills.
• Excellent organizational and multitasking abilities.
• Basic computer skills, including Microsoft Office and email.
• Ability to work independently and as part of a team.
• Professional appearance and positive attitude.
• Fluent in both English and Spanish is preferred.

Work Schedule

• Monday–Friday
• Full-time

Skills

• Customer service
• Telephone etiquette
• Appointment scheduling
• Organization and time management
• Attention to detail
• Professional communication
• Ability to multitask in a fast-paced environment
• Dependability and punctuality

Physical Requirements

• Ability to sit, stand, and walk throughout the workday.
• Ability to lift up to 20 pounds occasionally.