Job Description: Administrative Assistant

Location: 17 Watchung Plaza Montclair, NJ, 07042

Seeking: Full-Time AND Per-Diem (Weekday Evenings and Weekend Availability)

We are seeking an experienced Administrative Assistant to join our team at Montclair Speech Therapy (MST). The successful candidate will be responsible for providing administrative support to the team and ensuring the smooth running of the office.

Responsibilities:

• Welcome On-site Visitors: Greet clients/families in waiting room, provide assistance as needed to respective therapy suites, assist with collecting documentation and payments as needed.
• Reception/Telephone Duties: Receive and direct incoming calls to the proper party.
  • Answer incoming telephone calls in a professional and timely manner to determine purpose of callers, and forward calls to appropriate personnel or department.
  • Retrieve messages from voicemail and forward to appropriate personnel.
  • Take and deliver messages or transfer calls to voicemail when appropriate personnel are unavailable.
  • Answer general questions about MST and provide callers with address, directions, and other information, referring other specific questions to appropriate staff.
• Managing Calendars and Scheduling Appointments: For 15-20 therapists across multiple disciplines including but not limited to: Scheduling/Removing ongoing appointments, Rescheduling Cancellations, Maintaining Waitlists, Assisting with maintaining weekly appointment requirements for staff etc.
• Preparing Documents: Create and print fax cover sheets, memos, correspondence, reports, and other documents when necessary, according to confidentiality standards and HIPAA requirements.
• Organizing, Filing and Reporting: Assist with establishing and maintaining client files, using alphabetical and numerical systems, revising and updating periodically.
  • Receive, sort, and route mail, packages and other deliveries. Distribute written communication, accept and sign for deliveries (mail, prescriptions, etc.).
  • Maintain copy and fax machines, assist users, send faxes, and retrieve and route incoming faxes.
  • Maintaining Excel Spreadsheets
• Perform other clerical duties as needed, such as filing, photocopying, ordering and maintaining office supplies, assisting other departments (e.g., billing) and therapists.
• Performing other administrative duties as assigned

Requirements:

• Proven experience as an Administrative Assistant or similar role in a medical environment
• Excellent communication and interpersonal skills
• Proficient in Microsoft Office and Excel and EMR systems
• Knowledge of medical terminology
• Strong organizational and time-management skills
• Ability to multitask and prioritize tasks effectively
• Attention to detail and accuracy
• Bilingualism (English/Spanish) a strong plus
• High school diploma or GED Certificate

If you are a highly organized and detail-oriented individual with excellent communication skills, we encourage you to apply for this exciting opportunity!