Front Office Administrative Assistant

Front Office Administrative Assistant – Medford, Oregon

Wage: $22.75 per hour
Employment Status: Full-Time, Non-Exempt

Schedule:

• Monday – Thursday
• 8:00 AM – 6:30 PM
• Four 10-hour shifts per week

Breaks: Two paid 10-minute rest breaks and one unpaid 30-minute meal period per shift.

Important Schedule Requirement: Applicants must be able to consistently work the scheduled Monday–Thursday shift.

Summary of Position

The Front Office Coordinator provides front office coverage and general administrative support to departments throughout Continuum's administrative office. Serving as a welcoming first point of contact for visitors, this position helps ensure consistent front office coverage while providing administrative support for departments, programs, and locations throughout the organization.

This position works collaboratively with the Administrative Office Manager and other administrative staff, providing backup coverage and assistance with established administrative processes as needed. The Front Office Coordinator does not have primary responsibility for the functions managed by individual departments or the Administrative Office Manager but helps ensure continuity of operations during absences, periods of increased workload, and other organizational needs.

Essential Responsibilities

• Professionally greet visitors and provide quality service as a first point of contact for individuals entering the administrative office or approaching the front desk.
• Respond to general inquiries and appropriately direct visitors, callers, employees, vendors, and community partners.
• Receive, organize, and distribute incoming mail, packages, deliveries, and interoffice correspondence.
• Provide general administrative support to departments throughout the administrative office as assigned.
• Provide backup coverage for designated administrative office functions during employee absences, breaks, periods of increased workload, or other operational needs.
• Work collaboratively with the Administrative Office Manager and other administrative staff to support continuity of day-to-day office operations.
• Assist with document preparation, data entry, filing, recordkeeping, tracking, scanning, copying, and other general administrative tasks.
• Assist with receiving rent payments and processing receipts in accordance with established procedures.
• Assist departments with gathering, organizing, tracking, and maintaining documentation as requested.
• Assist with meeting preparation, scheduling, administrative logistics, and special projects as assigned.
• Assist with administrative preparation and document gathering related to audits, reviews, licensing, compliance activities, and other organizational requirements.
• Learn designated administrative processes to provide effective backup coverage when needed.
• Maintain confidentiality and appropriately handle sensitive organizational, employee, tenant, and client information.
• Maintain a working knowledge of HIPAA requirements related to client privacy and confidentiality and maintain strict confidentiality in person, over the phone, and in shared workspaces.
• Perform additional administrative and operational support duties as assigned based on organizational needs and demonstrated competency.
• Respond to general inquiries and appropriately direct visitors, callers, employees, vendors, and community partners.
• Provide general administrative support to departments throughout the administrative office as assigned.
• Provide backup coverage for designated administrative office functions during employee absences, breaks, periods of increased workload, or other operational needs.
• Work collaboratively with the Administrative Office Manager and other administrative staff to support continuity of day-to-day office operations.
• Assist with document preparation, data entry, filing, recordkeeping, tracking, scanning, copying, and other general administrative tasks.
• Assist with administrative preparation and document gathering related to audits, reviews, licensing, compliance activities, and other organizational requirements.
• Learn designated administrative processes to provide effective backup coverage when needed.

Experience and Skills Requirements:  

• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent communication skills, with the ability to interact professionally with staff, tenants, vendors, and community partners.
• Proficiency in Microsoft Office and ability to learn internal systems.
• Strong attention to detail, particularly in documentation, tracking, and compliance-related tasks.
• Ability to work independently while coordinating across multiple teams.

Work environment: This job is primarily sedentary work and located in a standard office environment. Visual acuity is required for review of spreadsheets and viewing of computer monitor. Frequent local/area travel to job and group sites is necessary.

Not Comprehensive List: This is not intended to be a comprehensive list of all duties and responsibilities and is representative of the scope of the work. The duties and responsibilities listed in this job description may be subject to change at any time due to reasonable accommodation or other reasons.

Background Drug Screening

• This position requires a background check and drug screening

Professional References

• Three (2) professional references are required to verify experience and professional qualifications

Continuum is an equal opportunity employer. Continuum does not discriminate against applicants or employees based on race, color, gender, religion, age, national origin, physical or mental disability, sexual orientation, gender identity, family relationship, marital status, veteran status, military service, employment status, or any other classification protected by local, state, or federal law.  Any person who needs accommodation to participate in the application process should communicate with Human Resources. Any employee who needs accommodation to perform the essential functions of their job should communicate with their supervisor. Continuum will work with an applicant or employee to evaluate whether there is a reasonable accommodation that does not pose an undue hardship on the operations of their department.

Pay: $22.75 per hour

Benefits:

• 403(b)
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

People with a criminal record are encouraged to apply

Application Question(s):

• How many years of Microsoft Office experience do you have?
• How many years of experience do you have working with HIPAA?

Work Location: In person