What are the responsibilities and job description for the Administrative Assistant position at Woodward Community Based Services?
Description
The Administrative Assistant serves as the first point of contact for Woodward Community Based Services, creating a welcoming, professional, and customer-focused experience for employees, clients, applicants, vendors, and visitors. This position is responsible for managing front-office operations and providing administrative support to the Human Resources department and the Executive Leadership Team. Responsibilities include coordinating recruitment activities, onboarding, billing, internal communications, record management, and a variety of organizational and operational functions. Success in this role requires exceptional customer service, professionalism, organization, confidentiality, and the ability to effectively manage multiple priorities in a fast-paced environment.
Requirements
The Administrative Assistant serves as the first point of contact for Woodward Community Based Services, creating a welcoming, professional, and customer-focused experience for employees, clients, applicants, vendors, and visitors. This position is responsible for managing front-office operations and providing administrative support to the Human Resources department and the Executive Leadership Team. Responsibilities include coordinating recruitment activities, onboarding, billing, internal communications, record management, and a variety of organizational and operational functions. Success in this role requires exceptional customer service, professionalism, organization, confidentiality, and the ability to effectively manage multiple priorities in a fast-paced environment.
- Serve as the first point of contact for the organization by professionally greeting visitors, answering incoming telephone calls, and directing inquiries to the appropriate staff member. (NV, OC)
- Schedule client appointments, interviews, meetings, trainings, and other organizational activities as assigned. (OC, D)
- Verify insurance eligibility for new clients/members prior to their initial appointment. (SR)
- Collect payments for services and assist clients/members with intake paperwork as needed. (NV, SR)
- Provide administrative support for recruitment activities, including scheduling interviews, maintaining applicant tracking records, and assisting with the hiring process. (OC, SR)
- Assist with employee onboarding by preparing new-hire materials, maintaining personnel files, and ensuring that required employment documentation is complete. (OC, GC)
- Maintain employee training records, certifications, compliance documentation, and other Human Resources records. (GC, SR)
- Prepare, organize, scan, file, and maintain confidential employee, client, and organizational records in both electronic and paper formats. (SR)
- Enter, maintain, and reconcile billing information for all service lines in a timely and accurate manner. (SR)
- Prepare reports, spreadsheets, correspondence, forms, and other administrative documents as requested. (OC)
- Create, edit, and distribute internal communications, including the monthly employee newsletter, announcements, and other organizational communications. (OC, D)
- Provide administrative support to the Executive Leadership Team by assisting with projects, scheduling, document preparation, data management, and other operational needs. (OC, D)
- Receive, sort, and distribute incoming mail, deliveries, and other correspondence. (SR)
- Order, inventory, and maintain office supplies and administrative resources. (SR)
- Operate, maintain, and troubleshoot office equipment, including copiers, printers, scanners, postage equipment, and other office technology. (GC, SR)
- Maintain staff directories, organizational contact lists, and other administrative records. (SR)
- Assist with planning and coordinating employee engagement activities, trainings, meetings, company events, and other organizational initiatives. (D, SL, GC)
- Maintain a clean, organized, and professional reception area and administrative workspace. (NV, SR)
- Open and/or secure the office in accordance with established office procedures as assigned. (SR)
- Exercise sound judgment while handling confidential information and maintain the privacy of employee, client, financial, and organizational information in accordance with HIPAA and all applicable federal, state, and organizational policies. (EI, SR)
- Demonstrate exceptional customer service, professionalism, flexibility, and the ability to effectively prioritize multiple competing responsibilities in a fast-paced environment. (EI, NV, GC)
- Collaborate effectively with all departments and provide administrative support to leadership as organizational priorities require. (OC, D, SL)
- Perform other duties and special projects as assigned. (GC)
Requirements
- High school diploma or GED required; Associate's degree in Business Administration, Human Resources, Office Administration, or a related field preferred.
- Two (2) years of administrative, office support, customer service, or related experience required; experience in healthcare, behavioral health, Human Resources, insurance verification, or medical billing preferred.
- Must possess strong organizational, interpersonal, verbal and written communication, and computer skills with proficiency in Microsoft Office Suite. Ability to prioritize multiple responsibilities, maintain confidentiality, and demonstrate professionalism, accuracy, and attention to detail is required.
- Experience working with electronic health records (EHR), HRIS, or other database systems is preferred.