Administrative Assistant (Full Time)

Summary:

The Administrative Assistant provides administrative, clerical, and operational support to ensure the efficient day-to-day operation of the facility. This position manages front office activities, supports client services, coordinates administrative processes, maintains office organization and supplies, and serves as a primary point of contact for visitors, clients, staff, and external partners while promoting excellent customer service and operational efficiency.

Pay: $16 - $17/hr 

Shift: Monday - Friday 7:00am - 3:00pm 

Essential Duties and Responsibilities: 

• Manage the daily operations of the facility front office.
• Welcome, greet, and assist clients, visitors, vendors, and staff entering the facility.  
• Coordinate and oversee appointment scheduling.  
• Maintain medical records, including filing, transcription, record transfers, and assisting the facility with completion of medical record responsibilities.  
• Perform general administrative duties, including answering telephones, filing, copying, faxing, typing, scanning, mailing, and preparing correspondence.  
• Purchase office and client supplies while maintaining appropriate inventory levels.  
• Assist with client intake processes and billing documentation.  
• Coordinate maintenance and repair of office equipment by communicating with vendors and service providers.  
• Maintain and reconcile petty cash in accordance with company policy.  
• Maintain the appearance, cleanliness, and organization of the office and reception areas.
• Must exercise discretion and maintain confidentiality with regard to all company information
• Completion of all required trainings as designated by the company and accreditation/licensing entities.
• Other duties as assigned. 

Required Qualifications 

Education, Licensure, & Experience 

• High School Diploma required. Bachelor's degree preferred.  
• Experience in administrative functions preferred.  
• Experience within the behavioral healthcare field preferred. 

Job Knowledge, Skills, and Abilities 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• Excellent verbal, written, and interpersonal communication skills.  
• Proficiency with Microsoft Office applications.  
• Ability to learn and effectively utilize electronic health record systems and other software applications.  
• Ability to effectively manage crisis situations or potential risk situations and respond appropriately.  
• Working knowledge of applicable federal, state, accreditation, and regulatory compliance standards.  
• Strong customer service skills with the ability to interact professionally with clients, visitors, staff, and external partners.  
• Strong organizational and time management skills with the ability to prioritize multiple responsibilities.  
• Ability to maintain confidentiality and exercise sound judgment.  
• Ability to work independently while contributing positively to a collaborative team environment.
• Strong attention to detail and commitment to accuracy. 

Physical Demands 

While performing the duties of this job, the employee is frequently required to talk or hear. The employee is regularly required to sit, stand, use hands to operate computers, office equipment, and technology, and reach with hands and arms. The employee is occasionally required to walk, climb stairs, stoop, kneel, crouch, or twist. The employee may occasionally lift and/or move up to 25 pounds and seldom lift and/or move up to 50 pounds. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 

Work Environment  

This position primarily operates in behavioral healthcare treatment facilities and office environments. Regular interaction with clients, visitors, staff, vendors, and community partners is required. Local travel may be required based on operational needs, and employees may be required to provide reliable transportation. Employees may be exposed to communicable illnesses and emotionally sensitive or traumatic situations while performing the essential functions of the position.  

Compensation: 
This position may be subject to state or local wage transparency requirements. Where required by law, a compensation range will be provided. For candidates applying in jurisdictions with such requirements, the applicable range will be disclosed either in this posting or during the interview process. Please note that compensation may vary depending on factors such as geographic location, experience, qualifications, and internal equity. To inquire about the salary range for your specific location, please contact our recruitment team.