What are the responsibilities and job description for the Office Administrator position at United Counseling Service?
Description
Why join UCS?Since 1958, United Counseling Service (UCS) has been dedicated to providing exceptional care and support to individuals and families in our community. Through a wide range of programs, services, and educational opportunities, we strive to meet the diverse needs of those we serve. Our team includes professionals from various fields, including administration, clinical services, nursing, education, case management, psychiatry, and direct support, working across 17 facilities throughout Bennington County.As a proud affiliate of Vermont Care Partners—a statewide network of 16 non-profit community-based agencies—we deliver comprehensive mental health, substance use, and intellectual and developmental services across Vermont. We are currently seeking compassionate, motivated team players to join us in making a positive impact and building a stronger community.
UCS Offers Generous Benefits
Under the direction of the Office Manager, the Office Administrator provides support services to the administrative and clinical staff of the agency. This position provides exceptional customer service to internal and external customers. The Office Administrator possesses clear communication skills, office proficiency, organization skills, and attention to detail as well as the ability to work in a team environment.
Major Responsibilities
RECEPTIONIST/CALL CENTER: Responsible for greeting clients, guests, and staff in an appropriate manner. Answers incoming calls, calmly assesses the need of the caller, and appropriately routes incoming calls, taking messages when necessary. May place outgoing calls as appropriate.
CLIENT AND STAFF ENGAGEMENT: Checks in all clients as they present for their appointments using the electronic health record. Collects fees and enters payments into the electronic health record. Routinely asks for and updates client information including phone number, email and physical address and insurance coverage in the electronic health record. Sets up onsite telehealth appointments as appropriate. Notifies providers that their clients have arrived. Provides administrative support for programs that are site specific. Supervises lobby and waiting room area assuring minimal wait time for clients accessing services. Maintains balanced change level in cash drawer.
BUILDING HEALTH AND SAFETY: Acts as a member of the Health and Safety Committee, conducts monthly safety drills for the building, ensuring staff and client safety. Performs monthly pendant tests, recording the information into the pendant test log. Works closely with facilities regarding building and safety related concerns such as pest control, SDS, reporting any hazards or concerns. Maintains the first aid kit, performing monthly checks.
SCHEDULING: Schedules clinical appointments for providers in the electronic medical record. This includes reviewing scheduling reports and resolving scheduling conflicts. Follows all scheduling guidelines as specified in the agency process and in alignment with KPI.
CLERICAL: Provides clerical support for agency staff, prepares materials including, but not limited to, management reports; meeting minutes; correspondence; mailing lists; agendas and agency forms. Works in cooperation with the administrative services staff to assure the smooth running of the office systems. Prepares and maintains both paper and electronic files. Files, copies, and faxes materials as needed. Disseminates information both in-house and outside, as appropriate. Sorts and processes mail and compiles information for the completion of projects and reports. Completes client appointment text/phone call reminders and reviews appointment status to ensure all appointments are noted appropriately in the electronic medical record.
RECORD KEEPING: This position is responsible to maintain the daily attendance sheet for staff. Enters and reconciles day’s receipts in the electronic fee sheet and forwards payments and receipts to Finance and the First Party A/R Specialist respectively.
MISCELLANEOUS: Opens and closes the facility following the agency’s checklists. Calmly responds to emergency situations and helps maintain safety for our clients and staff. Coordinates agency events and meetings, providing needed extras. Works closely with the Office Manager in resolving issues and initiating new procedures. Oversees the waiting area ensuring cleanliness. Maintains the beverage cart ensuring adequate supplies. Assists with helping providers resolve computer, copier, and printer issues. Orders and maintains appropriate level of office supplies. Available to work at other agency front office sites as needed to ensure adequate coverage. Completes the pre service audit process.
Why join UCS?Since 1958, United Counseling Service (UCS) has been dedicated to providing exceptional care and support to individuals and families in our community. Through a wide range of programs, services, and educational opportunities, we strive to meet the diverse needs of those we serve. Our team includes professionals from various fields, including administration, clinical services, nursing, education, case management, psychiatry, and direct support, working across 17 facilities throughout Bennington County.As a proud affiliate of Vermont Care Partners—a statewide network of 16 non-profit community-based agencies—we deliver comprehensive mental health, substance use, and intellectual and developmental services across Vermont. We are currently seeking compassionate, motivated team players to join us in making a positive impact and building a stronger community.
UCS Offers Generous Benefits
- Competitive pay
- Generous paid time off
- Medical, dental, and vision insurance
- Retirement plan with employer match
- Employer paid life insurance
- Employer paid short term and long-term disability insurance
- Employee Assistance Program
- Career development opportunities
- Free clinical supervision towards licensure
- Loan repayment and tuition assistance program
- Award winning worksite wellness program
- An inclusive workplace supported by an active Diversity, Equity, Inclusion, and Belonging committee.
- Rewarding experience making a difference in the community.
Under the direction of the Office Manager, the Office Administrator provides support services to the administrative and clinical staff of the agency. This position provides exceptional customer service to internal and external customers. The Office Administrator possesses clear communication skills, office proficiency, organization skills, and attention to detail as well as the ability to work in a team environment.
Major Responsibilities
RECEPTIONIST/CALL CENTER: Responsible for greeting clients, guests, and staff in an appropriate manner. Answers incoming calls, calmly assesses the need of the caller, and appropriately routes incoming calls, taking messages when necessary. May place outgoing calls as appropriate.
CLIENT AND STAFF ENGAGEMENT: Checks in all clients as they present for their appointments using the electronic health record. Collects fees and enters payments into the electronic health record. Routinely asks for and updates client information including phone number, email and physical address and insurance coverage in the electronic health record. Sets up onsite telehealth appointments as appropriate. Notifies providers that their clients have arrived. Provides administrative support for programs that are site specific. Supervises lobby and waiting room area assuring minimal wait time for clients accessing services. Maintains balanced change level in cash drawer.
BUILDING HEALTH AND SAFETY: Acts as a member of the Health and Safety Committee, conducts monthly safety drills for the building, ensuring staff and client safety. Performs monthly pendant tests, recording the information into the pendant test log. Works closely with facilities regarding building and safety related concerns such as pest control, SDS, reporting any hazards or concerns. Maintains the first aid kit, performing monthly checks.
SCHEDULING: Schedules clinical appointments for providers in the electronic medical record. This includes reviewing scheduling reports and resolving scheduling conflicts. Follows all scheduling guidelines as specified in the agency process and in alignment with KPI.
CLERICAL: Provides clerical support for agency staff, prepares materials including, but not limited to, management reports; meeting minutes; correspondence; mailing lists; agendas and agency forms. Works in cooperation with the administrative services staff to assure the smooth running of the office systems. Prepares and maintains both paper and electronic files. Files, copies, and faxes materials as needed. Disseminates information both in-house and outside, as appropriate. Sorts and processes mail and compiles information for the completion of projects and reports. Completes client appointment text/phone call reminders and reviews appointment status to ensure all appointments are noted appropriately in the electronic medical record.
RECORD KEEPING: This position is responsible to maintain the daily attendance sheet for staff. Enters and reconciles day’s receipts in the electronic fee sheet and forwards payments and receipts to Finance and the First Party A/R Specialist respectively.
MISCELLANEOUS: Opens and closes the facility following the agency’s checklists. Calmly responds to emergency situations and helps maintain safety for our clients and staff. Coordinates agency events and meetings, providing needed extras. Works closely with the Office Manager in resolving issues and initiating new procedures. Oversees the waiting area ensuring cleanliness. Maintains the beverage cart ensuring adequate supplies. Assists with helping providers resolve computer, copier, and printer issues. Orders and maintains appropriate level of office supplies. Available to work at other agency front office sites as needed to ensure adequate coverage. Completes the pre service audit process.
- In addition to the above, performs other duties as assigned.
- High School Diploma or equivalent, advanced office knowledge,
- 2 – 3 years of administrative experience working in a front desk support capacity.
- Strong computer skills with experience using Microsoft Office and electronic health record preferred.