Description

Named one of Maine's Best Places to Work in 2023! Alternative Wellness Services is seeking a strong Administrative Assistant to join our team! The ideal candidate would have a strong commitment to integrity and value quality care. Our leadership strives to ensure a positive and supportive work environment to ensure our Administrative Support team can manage the administrative demands of our agency and allow our providers to focus on client care. At AWS we understand that to be the best in the field, staff must feel valued, included, and supported; this was one factor that led to AWS being awarded one of Maine’s Best Places to Work.

In alignment with fostering a positive work culture, AWS places great importance on agency-wide activities that promote camaraderie and recognition. These include multiple all-agency gatherings each year, festive holiday parties, paid training, engaging department contests, and weekly acknowledgment of outstanding staff contributions. We do appreciate our staff! At AWS, every team member plays an important role in delivering quality behavioral health services. As an administrative assistant, you will serve as the frontline representative of our agency. This entails warmly welcoming clients at our reception window, attending to their calls with professionalism, and upholding the exceptional standards we strive for as an organization.

Your role not only contributes to the smooth functioning of our operations but also reflects the ethos of excellence and care that defines AWS.

Job Summary

The Administrative Assistant position at Alternative Wellness Services is a vital role that supports the organization's operations and contributes to the mission of delivering comprehensive behavioral health services. Admin Assistants provide essential administrative support for the efficient operation of our offices and the delivery of high-quality care to our clients. Key responsibilities include client reception, managing incoming calls, appointment scheduling, record maintenance, insurance processing, and various administrative tasks. This position is scheduled in our Portland office Monday through Friday from 8:30 am to 5 pm. Upholding the highest standards of confidentiality, professionalism, and integrity in all interactions is central to this role, as is meticulous attention to detail, empathy, and a commitment to our core values of quality care, integrity, and accountability.

Qualifications

• High School Diploma or GED (Two years of college or equivalent work experience preferred).
• Three years of related experience or relevant coursework.
• Effective communication skills and the ability to work in a diverse, client-centered environment.

Essential Duties and Responsibilities

• Greeting and checking in clients upon arrival, managing the reception area, and creating a welcoming and comfortable atmosphere.
• Answering phone calls and responding to emails promptly and courteously.
• Scheduling appointments with mental health professionals, sending reminders to clients, and managing appointment cancellations or rescheduling.
• Handling sensitive information with discretion and in compliance with legal and ethical standards.
• Keeping accurate and up-to-date records of client interactions, sessions, and treatments.
• Verifying client insurance coverage, processing billing information, and assisting in the submission of insurance claims.
• Performing office duties like filing, photocopying, faxing, and organizing office supplies.
• Managing incoming and outgoing mail.
• Entering client information into electronic health record systems, updating client records, and managing databases.
• Liaising with mental health professionals and providing administrative support as needed.
• Coordinating care with other team members.
• Assisting clients with completing forms and documentation.
• Providing information about services offered and directing clients to additional resources or support services.
• Offering initial support in crises, following established protocols to ensure client safety, and directing situations to qualified mental health professionals.
• Organizing and coordinating staff meetings, training sessions, and other events as required.
• Preparing and maintaining reports related to client sessions, service delivery, and administrative functions.
• Ensuring that the office is maintained, organized, and safe for both staff and clients.
• Serving as the first point of contact for clients, staff, and vendors, maintaining professionalism and confidentiality.
• Supporting HR functions, including assistance with onboarding.
• Demonstrating a commitment to core values, including quality care, integrity, and accountability, through daily tasks and interactions.