Administrative Assistant

JOB SUMMARY

This is clerical support work performing routine established procedures. Responsibilities may include compiling, processing and maintaining records, entering and retrieving information, serving as an office receptionist, collecting and distributing mail and messages, typing memos correspondence, reports, and administrating breathalyzer and urinalysis test, and other general clerical duties to support the administrative functions of the office.

ESSENTIAL JOB DUTIES

• Greets and welcomes visitors, determines the nature of business, and directs individuals to proper destination.
• Answers telephone and provide information to callers, takes messages, or transfers calls to appropriate individuals.
• Schedules and/or arranges appointments for clients.
• Receives payment, provides and records receipts for services; reconciles cash receipts.
• Provides and assists clients in preparation of intake paperwork.
• Opens incoming mail and routes incoming and outgoing mail to appropriate individuals.
• Maintains confidentiality of all clients; complies with regulations pertaining to confidentiality of client protected health information.
• Compiles and maintains client and department records in an organized manner in accordance with agency and regulatory requirements; ensures completeness and accuracy of information.
• Sorts and files correspondence and documents alphabetically, numerically or by other established methods; removes and returns requested material from files; prepares file folders by subject, name or other headings.
• Compiles and maintains lists and records, using a computer.
• Enters, updates, and/or retrieves client and service delivery information utilizing client medical records and automated database systems.
• Monitored client urinalysis testing and maintained accurate records in accordance with program policies.
• Types clinical and other documents, correspondence, and mails letters.
• Copies, sorts, collates, and assemble materials.
• Operates standard office equipment, i.e. computer, calculator, copy machine, etc.
• Maintains a professional appearance and demeanor.
• Administers breathalyzer and urinalysis test

• Remains alert during working hours; attends work as scheduled and complies with attendance policies.
• Performs other related work as assigned.

EXAMPLES OF KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge and application of elementary mathematics
• Good oral and written communication skills that include reading, writing and speaking the English language
• Effective interpersonal skills
• Basic skills in keyboarding and use of a personal computer
• Skill in organizing materials
• Ability to proofread materials for accuracy and completeness
• Ability to establish and maintain medical and other records; use coding and filing systems; and to retrieve and compile data
• Ability to quickly adapt to specific office practices with speed and accuracy
• Ability to maintain a high standard of ethical conduct; exhibit honesty, integrity and ethical behavior
• Ability to work harmoniously with employees, applicants, recipients, and the general public
• Ability to handle confidential information appropriately

REQUIREMENTS FOR THE JOB

• Possession of a high school diploma or a GED certificate
  AND
• Six (6) months’ experience in clerical, general office support, or related clerical area. Training from a vocational or business school in office management, secretarial science or closely related area of coursework from an accredited college or university may substitute on a month for month basis for the stated experience.

• All candidates will be required to submit to a background screening. No candidate may be considered for employment who is under the supervision of the Federal, State, County or Municipal Corrections Department nor have any pending felony or misdemeanor charges other than minor traffic charges.
• All candidates for employment must meet the established minimum qualifications for employment as identified by the applicable regulatory agencies.

We are an Equal Opportunity Employer and welcome applicants from all backgrounds. We do not discriminate based on race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, veteran status, genetic information, or any other protected status under applicable law. We are committed to building a diverse and inclusive workplace.