Office Administrative Assistant
Description:
POSITION SUMMARY:
The Office Administrative Assistant welcomes and directs guests and callers to the appropriate staff member in a professional and efficient manner while adhering to company protocols and values. The Office Administrative Assistant performs various clerical and administrative functions which support the office/reception area. The Office Administrative Assistant will also perform administrative functions associated with the MST Program. This position will represent ABH® and its services in a positive and professional manner and adhere to ABH®’s best practices, guidelines, policies and procedures as established, promoting ABH® as a leader in behavioral healthcare in all interactions and work.
DUTIES AND RESPONSIBILITIES:
- Maintain the company’s front desk reception area, including, but not limited to, welcoming all guests in a professional manner, answering the telephone and directing calls to the appropriate staff member, maintaining guest confidentiality forms; and maintaining conference room schedules;
- Operate office equipment such as fax machine, copier, and multiline phone system;
- Operate electronic postage machine; ensure proper postage and delivery of outgoing mail. Order postage and supplies for postage machine. Receive incoming mail; sort and distribute to appropriate programs/departments;
- Assist with preparation of certified mail and UPS overnight packages. Maintain and match UPS slips with bills;
- Monitor the use of equipment and supplies for all locations. Ensure that common areas in the office are equipped with the necessary office supplies;
- Monitor inventory, ordering office supplies when needed and keeping the kitchen stocked and tidy;
- Report minor building issues to maintenance for resolution;
- Prepare various correspondence and forms as needed;
- Order food and beverages for onsite meetings; assist with set-up and take down when needed;
- Prepare bulk mailings; print envelopes, stuff letters and gift cards, brochures etc. as needed;
- Run reports for various departments as needed;
- Maintain employee telephone list;
- Provides Administrative support for departments and Committees as needed
- Maintain confidentiality of all client protected health information and adheres to all HIPPA related to policies and procedures;
- Perform other tasks/responsibilities as requested to support the business operations.
- Demonstrate ethical behavior and cultural sensitivity in all activities involving individuals of diverse backgrounds.
- Conduct TAM-R closures, uploads and downloads each day through the FARM and MSTI database systems;
- Monitor TAM-R windows that are due to close and communicate via email with provider agencies that windows are closing, offer solutions to capture TAM (Paper TAM; schedule a time to call in);
- Conduct TAM-R surveys to families based on open call windows that day;
- Generate monthly reporting of TAM-R collection activities for ABH Accounting Department;
- Monitor monthly past due invoices and take appropriate steps to contact provider regarding same; document all communications around collection attempts; work with the Finance Department to re-send or amend incorrect invoices in a timely manner;
- Prepare training materials for each Blended Learning Orientation and Advanced Supervisor Workshop/Supervisor Orientation trainings;
- Support each ABH MST training by coordinating refreshments, materials, and setting up training space.
EDUCATION AND EXPERIENCE REQUIREMENTS:
- Associate degree required or equivalent combination of education, experience and training that provides the required knowledge skills and abilities;
- 1-3 years of demonstrated work experience in an administrative assistant or related position;
- 1-2 years of training or certificate in Secretarial Science or business school is required;
- Attends trainings specific to job duties;
- Attends annual Conflict of Interest training.
KNOWLEDGE/SKILLS/ABILITIES:
- Excellent customer service skills
- Ability to operate standard office equipment, including but not limited to, computer, copier, calculator, and fax machine;
- Demonstrated ability to type a minimum of 40 w.p.m.;
- Good organizational and problem-solving skills;
- Demonstrated knowledge of office administration, planning and records management;
- Strong attention to detail; ability to work on multiple tasks and meet deadlines;
- Excellent PC skills with demonstrated experience using Microsoft Office Package (MS Word, Excel, Power Point, Access, Outlook); internet;
- Desk-top publishing skills using Publisher;
- Strong written and verbal communication skills required.
We are an Equal Opportunity Employer.
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