Administrative Assistant

About the role:

The Administrative Assistant (“Administrative Assistant”) is an integral member of Community Reach Center’s Finance Operations Division. The Administrative Assistant under direct supervision provides care assessment, treatment, and support services to consumers and/or their families as well as visitors, including planning, implementation, and documentation. The Administrative Assistant may operate in an office, residential environment, outpatient, or in an outreach environment. The Administrative Assistant provides care to consumers or visitors in a manner that recognizes the human potential, empathic and demonstrates unconditional positive regard while promoting safety and comfort. Additionally, the Administrative Assistant will have other duties and responsibilities as determined from time to time by the Director, Finance and Facilities Management.

Essential Functions:

• Professionally and compassionately handles and resolves consumer or visitor concerns.
• Thoughtfully provides service to consumers or visitors either by face to face, telephone, or electronically presenting a positive image for the agency.
• Thoroughly and efficiently gathers information, schedules initial and follow-up appointments with doctors and therapists through an EMR system.
• Educates and documents interactions with consumers while following HIPAA regulations.
• Responds promptly and provides quality service and support in a variety of areas including but not limited to scheduling, payment collection, inbound and outbound customer service calls, and internal staff requests through designated task request process.
• Assists with request for information, projects, and reporting as needed.
• Prepares routing correspondence to be sent to patients in a timely manner.
• Manages the general office and lobby including ordering supplies, placing maintenance calls, cleaning, and repairs.
• Distributes incoming mail and fax communications and meter outgoing mail.
• Conducts agency business and engages both internal and external clients in a professional, collaborative manner that reinforces person centered practices.
• Serves as a back up to the Executive Administrator including contract process, Board of Director Support, and room reservations.

Key Competencies:

• Flexibility and Adaptability: Demonstrates the ability to adjust to changing circumstances, priorities and new challenges while remaining effective and productive. Has a willingness to learn new skills and technologies. Can handle shifts in work arrangements, evolving company strategies, and unexpected problems with a positive attitude.
• Reliability and Commitment: Demonstrates consistency and follow-through on assignments, meeting deadlines, and quality of work. Arrives on time, is prepared for meetings, communicates issues promptly, and takes responsibility for their actions by admitting and correcting mistakes. Shows commitment by being present, engaged and consistently putting forth their best effort to achieve goals.
• Communication: Demonstrates the ability to convey and receive information clearly, concisely, and in the appropriate context. Has the knowledge and skills to convey information accurately, effectively, and appropriately in various professional situations.
• Learning and Self-Development: Proactively improving one’s knowledge and skills by continuously learning, understanding personal strengths and weaknesses, identifying areas for growth, seeking feedback, and building professional relationships.
• Performance and KPI Alignment: Demonstrates accountability for role expectations by understanding and consistently working toward key performance indicators (KPIs) that have been provided by their manager and/or Human Resources. Uses KPIs to prioritize daily work, track progress, and measure outcomes over time (e.g., productivity, quality, timeliness, attendance, customer/service expectations, or other role-specific targets). Communicates proactively about barriers that may impact KPI performance, seeks clarification when expectations are unclear, and partners with leadership to develop action steps that support improvement and sustained results.
• Code of Conduct and Employee Handbook Compliance and policy and procedures (Emotional Intelligence): Demonstrates professionalism and integrity by understanding and consistently adhering to the organization’s Code of Conduct and Employee Handbook expectations. Follows workplace policies and procedures (e.g., confidentiality, respectful workplace standards, safety requirements, timekeeping, appropriate use of technology, and ethical decision-making). Seeks guidance when unsure about a policy, completes required training as assigned, and promptly reports concerns through appropriate channels. Represents the organization appropriately in interactions with coworkers, clients/customers, and community partners, maintaining conduct that supports a safe, respectful, and accountable workplace culture. The ability to self regulate and recognize the effects of your behavior on others

Qualifications:

• High School diploma or equivalent is required
• 2+ years of experience in a similar administrative role is required
• Communication, organization, time management and clinical skills.
• Professional and caring telephone etiquette.
• Bilingual Spanish strongly preferred

Physical Requirements:

• Regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and keyboard.
• Specific vision abilities required by this job include close vision requirements due to computer work.
• Light to moderate lifting is required,
• Regular, predictable attendance is required.

Schedule:

Monday - Friday 8:00 am to 5:00 pm

Salary Information:

$23.50-$27.00/hr

Accepting Applications on an on-going basis