Front Desk Administrative Assistant

Description

POSITION OVERVIEW

Provides outstanding customer service by making a positive first impression for the organization. Assists Directors in maintaining high-quality service for staff, clients and their families. Performs data entry, verifies information, and handles routine requests for client records and related information. Provides routine guidance to staff, and members of the public. Resolves routine customer service problems. Duties may include clerical assistance with correspondence; assistance with programming activities; and administrative support, as well as, routine and non-routine office related functions. Coordinates business functions of the various departments that include personnel administration, office coordination and specific duties as assigned by the Director(s). 

The Front Desk Administrative Assistant will demonstrate an understanding of and appreciation for the uniqueness of ACCESS to fulfill his/her responsibilities. Public contact is a major component of the position, both internal and external to the organization.  

ESSENTIAL FUNCTIONS & BASIC DUTIES

1. Greets clients, families, staff, and visitors as they enter the facility.
2. Enforces the security and visitation policies by monitoring the traffic flow. Ensures all visitors and clients are signed in to ensure that only appropriate persons are allowed to enter the facility. 
3. Answers all incoming telephone calls in a pleasant and timely manner, screens and transfers inbound calls. Takes messages when necessary.
4. Maintains student/client records. Promptly and accurately files client documents in charts. All records for the previous week should be filed no later than Monday afternoon.  
5. Maintains charts by thinning quarterly. Breaks down each client’s chart after the client has been discharged. Organizes and stores the records in the designated areas. Updates on campus/off campus storage log sheets.
6. Responsible for adhering to HIPPAA guidelines with requests for release of client information.  
7. Maintain company credit cards by issuing and logging use, preparing Credit Card Explanation of Charges for each transaction. Ensure P.O.’s and required receipts are submitted to Director of Finance timely. 
8. Mails client evaluation reports to parents and primary physician as applicable. Must be mailed within 3 days of receipt. Updates PHI form when evaluation is mailed. 
9. Ensures student charts are properly checked in and out on log sheet. 
10. Opening, sorting, and distributing correspondence, including email, faxes, and mail.
11. Logs daily cash, check and credit card receipts. Responsible for maintaining special collection logs for events/fundraisers. 
12. Manages outlook calendars, makes appointments, makes change requests to appointments and updates attendees as needed.
13. Daily enters all student and parent information changes into online databases.
14. Ensures that front lobby is neat and orderly. 
15. Organizes programs, events, meetings or conferences by arranging facilities and caterers. Issuing information and invitations, coordinating speakers and controlling budget. 
16. Provides administrative and programming support to the various departments that include personnel administration, office coordination and specific duties as needed by Director (s). Performs clerical duties as assigned.
17. Schedules and assists with emergency drills and maintains documentation paperwork.
18. Assists staff with requests for information.
19. Responsible for assisting with the enrollment process which includes, processing all student enrollment packets, meeting with parents, explaining and providing enrollment information, collecting enrollment forms and verifying documents for completeness, and accuracy. 
20. Performs campus errands including but not limited to courier services. 
21. Works independently and within a team on special nonrecurring and ongoing projects, which may include planning and coordinating multiple presentations, disseminating information, and organizing companywide events. Works with other administrative personnel to accomplish organizational goals.
22. May perform direct care responsibilities as assigned. 
23. May perform related and non-related duties as assigned.

Competencies

Ethics:

• Treats people with respect.
• Inspires the trust of others.
• Demonstrates professional integrity and credibility.
• Upholds organizational values. 
• Embraces Diversity. 
• Promotes strong work ethic. Ability to be punctual to work. 

Professionalism:

• Communicates with others in a tactful and professional manner.
• Participates appropriately as a member of a team.
• Responds well under pressure.
• Treats others with respect and consideration, regardless of their status or position.
• Accepts responsibility for own actions.
• Follows instructions and responds to supervisory direction and feedback appropriately.
• Completes tasks within established deadlines.

Judgment:

• Displays willingness to make decisions. 
• Exhibits sound and accurate judgment. 
• Supports and explains reasoning for decisions. 
• Includes appropriate people in decision-making process.
• Makes timely decisions. 

Planning/Organizing:

• Prioritizes and plans work activities.
• Uses time efficiently.
• Plans for additional resources.
• Sets goals and objectives.
• Organizes or schedules other people and their tasks.
• Develops realistic action plans.

Communication:

• Communicates with purpose. 
• Gains support for ideas through spoken / written communication. 
• Speaks clearly and persuasively in positive or negative situations.
• Listens and gets clarification.
• Responds well to questions.
• Demonstrates group presentation skills.
• Participates in meetings.
• Able to recognize important information in written materials. 

Attitude:

• Remain positive, flexible and productive through changes, transitions, and difficult situations. 
• Create and foster working relationships in order to facilitate the achievement of common or compatible goals.
• Demonstrate a commitment to ongoing improvement of the organization.

Problem Solving:

• Identifies and resolves problems in a timely manner.
• Gathers and analyzes information skillfully.
• Develops alternative solutions.
• Works well in group problem-solving situations. 

PHYSICAL DEMANDS

While performing the duties of this job, the employee is frequently required to talk or hear. The employee is regularly required to walk; sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is frequently required to stand and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is moderate.

Requirements

QUALIFICATIONS

Education/ Certification:

• High School Diploma or Equivalent. Bachelor’s degree preferred. 

Experience/ Knowledge required:

• Minimum of one year of successful experience in a similar position preferred.

Skills/ Abilities:

• Ability to follow routine verbal and written instructions.
• Records maintenance skills. 
• Ability to complete routine paperwork. 
• Knowledge of the rules and regulations regarding client records. 
• Ability to maintain confidentiality of records and information. 
• Excellent data entry, record keeping.
• Ability to coordinate and complete administration process related to enrollment
• Highly efficient in finding errors, mistakes and inconsistencies in data.
• Strong customer service and interpersonal skills.
• Ability to stay calm in stressful moments.
• Effective decision-making and problem solving skills.
• Excellent written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Flexible and very adaptable.
• Knowledge of administrative and clerical procedures. 
• Working knowledge of contract terms and conditions.
• Proficiency with contract management.
• Computer skills including Microsoft Office, E-mail, accounting software, etc.
• A self-starter with a strong sense for problem solving.
• Ability to work with a variety of teams simultaneously.
• Ability to learn new systems and programs quickly.

TRAVEL REQUIREMENTS

• Minimal daily travel is required for this position; this travel should not include transporting students/clients.  
• ACCESS drivers are required to maintain a valid Driver’s License, current auto liability insurance and registration, a clean driving record, and physical ability to drive to local locations.