Administrative Assistant

Administrative Assistant - Cody

FLSA Status: Hourly, Non-Exempt Reports to: Administrative Coordinator

Job Summary:

This position requires attention to detail and a high level of organization. The Administrative Assistant will support our team with various administrative tasks, will be proficient in office software and have excellent communication and customer service skills. The Administrative Assistant will play a key role in ensuring smooth operations within the office environment.

Essential Functions:

• Make appointments for clients and assist them with completing paperwork, etc. 
• Maintain office and client files. 
• Collect fees 
• Type letters, drafts, reports and case notes. 
• Answer telephone and record messages. 
• Perform tasks relating to mail. 
• Assist in maintaining petty cash. 
• Operate basic office equipment. 
• Responsible for participating in staff meetings, conferences and Board of Director meetings as requested by the Managing Director. 
• Shall be available to work evening and weekend hours.
•  Shall refrain from providing counseling to clients. 
• Accomplish housekeeping/janitorial duties as necessary and requested by the Executive Director. 
• Be available for coverage at other Oxbow Center Facilities as needed.
•  Perform other assignments as requested by the Executive Director and keep the Executive Director informed.

Education and Experience:

• High school diploma or equivalent; Associates Degree or certification in Office Administration is preferred.
• Proven experience as an Administrative Assistant or similar role.

Required Skills and Abilities:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to prioritize tasks and work efficiently in a fast-paced environment.
• Familiarity with basic bookkeeping principles is a plus.
• Discretion and professionalism when handling confidential information.
• Ability to work both independently and as part of a team.
• Excellent Customer Service Skills

Supervisory Responsibilities:

No

Physical and Sensory Requirements:

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; sit; and use hands/fingers to handle or feel. The employee is occasionally required to reach with hands and climb or balance; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 40 pounds. Vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

EMPLOYEE EXPECTATIONS 

All staff members are expected to conduct themselves in a manner consistent with the mission, 

vision under which Oxbow operates. They must be an active, positive participant of the team while maintaining confidentiality regarding those served, co-workers and community partners. They must also treat all persons with respect, courtesy, and dignity, be on time and regular in attendance, and show up for work with a positive attitude. Employee will care for clients and work with other employees of all cultural and religious backgrounds. Patterns of absences or tardiness are not acceptable. It is a requirement to refrain from spreading rumors, gossiping or other non-productive forms of conversation, at work or away from the workplace. Must always maintain HIPAA compliance and be willing to participate in any Oxbow Center and/or CARF mandatory training programs. Be always professional and discrete in manner. Maintain good public relations between the community and Oxbow Center.

WORK ENVIRONMENT 

Employee works within the interior of a mental healthcare environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employee may travel locally between multiple worksites and be responsible for own transportation. Out of area travel may be required on occasion. Hours of operation and specific staff scheduling may vary based on operational need. The noise level in the work environment is usually moderate. Work under stressful conditions as well as irregular hours may be required. Frequent exposure to communicable diseases, body fluids, toxic substances, medicinal preparations and other conditions common to a mental healthcare environment may routinely be encountered.