What are the responsibilities and job description for the Office Administrative Assistant position at Florida Helps?
POSITION PURPOSE:
The Office Administrative Assistant is responsible for supporting the daily administrative and operational functions of Texas Helps to ensure efficient office operations and a professional, welcoming environment for clients, staff, vendors, and visitors. This position assists with front office coordination, communication between departments, inventory and supply management, document organization, scheduling support, and general administrative duties as assigned by the Executive Director.
POSITION REQUIREMENTS/QUALIFICATIONS
1. EDUCATION:
High School Diploma or GED required.
2. EXPERIENCE:
Preferred one (1) or more years of experience in an office, healthcare, or behavioral health setting.
3. LICENSURE/CERTIFICATION:
N/A
4. KNOWLEDGE AND TRAINING REQUIRED AT TIME OF HIRE:
Basic computer proficiency, Microsoft Office knowledge, organizational and communication skills.
5. AGE-SPECIFIC INDIVIDUALS SERVED/RESPONSIBILITY:
Adult
6. SECURITY MEASURES AND CLEARANCE:
Must pass background screening and comply with company policies.
7. EMPLOYEE CLASSIFICATION:
Non-Exempt
WORKPLACE ENVIRONMENT
1. ENVIRONMENTAL CONDITIONS:
The position requires work primarily indoors in a professional office and behavioral healthcare environment. Position may involve occasional interaction with clients experiencing substance use or co-occurring mental health disorders.
2. MACHINES/EQUIPMENT USED:
Computer, Copier/Scanner, Telephone System, Fax Machine, Office Software Systems
PHYSICAL & MENTAL DEMANDS
Standing/Walking/Bending
0-25%
Sitting
51-75%
Reading/Computer Use
26-50%
Lifting 1-20 lbs
Occasional
Mental Stress
High
Work with Others
High
SPECIFIC AREAS OF RESPONSIBILITY TO POSITION
1. Maintain accurate daily, weekly, monthly, and annual administrative reports as requested.
2. Answer phones, greet visitors, and provide professional customer service to clients, families, vendors, and referral partners.
3. Coordinate incoming and outgoing mail, shipping, and package distribution.
4. Maintain office and operational supply inventory and coordinate ordering as approved by leadership.
5. Assist with employee onboarding logistics including badges and office access.
6. Support communication between departments including Operations, Nursing, Clinical, Admissions, HR, and Executive Leadership.
7. Assist leadership with scheduling, meeting coordination, and documentation.
8. Maintain organized office spaces, conference rooms, and common areas.
9. Maintain confidentiality of all client and company information in accordance with HIPAA and company policy.
10. Participate in all required staff meetings, trainings, and company initiatives.
11. Perform additional duties assigned by the Executive Director within the scope of the position.
Pay: From $18.00 per hour
Work Location: In person
Salary : $18