Job Description
Job Description
General Description
Responsible for various activities in the office, including filing, answering the phone, and organizing documents. Reliability and a strong work ethic combined with great communication skills are a must, as well as familiarity with all necessary office equipment, software, and procedures.
Tasks & Responsibilities
- A. Essential Duties
- Greet clients and maintain a positive office atmosphere.
- Answer the phone, take messages, and redirect calls to appropriate staff.
- Outreach to clients for group and clinical services.
- Organize and maintain forms and records, update when necessary.
- Create and maintain updated documents and spreadsheets.
- Oversee sorting and distribution of incoming mail.
- Appointment confirmations
- Coordinate scheduled intakes.
- Create charts for incoming intakes.
- Coordinate group schedules.
- Run weekly excel reports to send out to clinical departments.
- Assist providers with pharmacy communications.
- Maintain centralized scheduling for clinical and medical departments.
- Prepare outgoing mail (envelopes, packages, etc.)
- Operate office equipment, such as photocopier, printers, etc.
- Perform inventory of office supplies and order what is needed.
- B. Additional Duties
- Assists and covers other staff when necessary to maintain high productivity and efficiency in the department.
- As the company continues to grow, additional responsibilities that are essential for the department to be successful will be assigned accordingly.
- C. Interpersonal Relations
- Create Meaningful Connections: Demonstrates ability to function effectively as a part of team. Uses outstanding oral and written communication with employees at all levels of the business for support and sharing of information.
- Take Accountability: Take constructive feedback and prevent discourse among our peers.
- Live in the Solution: Critically thinking should be the solution when problems arise. Having the ability to accept constructive criticism well in an open and non-defensive manner.
- Be Professional: Wear business casual attire (please see dress code policy).
Competencies
- Adaptability
- Customer Service
- Decision Making
- Dependability
- Ethics
- Interpersonal Skills
- Job Knowledge
- Conflict Management
- Organizational Skills
- Productivity
- Self-Development
- Teamwork
Performance Standards & Measurement
- Compliance with essential and incidental duties; compliance with company policies and procedures.
- Compliance with state and federal laws and regulations applicable to the business.
Equipment, Tools & Machines
- Use of computer, telephone, and other office equipment such as a printer and fax.
- Use of company network and email domain.
Working Conditions
- Air conditioned and well-illuminated office environment and outdoor environment.
- May have several responsibilities at once. Interaction with others is constant and can be interruptive.
- Work may be stressful at times due to high level workflow.
- Availability to work flexible hours including weekends, holidays, and evenings as is required to comply with the purpose of the job and accommodate client needs.
- Participates in educational training, orientations, or compliance programs as needed to maintain competency.
- If you must leave your employment with our company, we request employees to give us at least 14 days resignation notice in writing.
Demands
- Enthusiastic self-starter operating with sustained energy and showing great initiative.
- Comfort working with a diverse base of support, including members, employers, providers, colleagues, community leaders, volunteers, non-profit organizations, vendors, etc.
- Excellent interpersonal and communication skills, including ability to read, write, spell in English legibly and without excessive grammatical or communication errors.
- Talk and hear both by person and by telephone; ability to speak clearly and effectively using proper grammar before patients, employees and business partners, among others.
- Excellent organizational skills.
- Accepts constructive criticism well in an open and non-defensive manner.
- Ability to manage conflicting priorities. Ability to maintain a positive work ethic and a congenial attitude in the face of a high-pressure environment.
- Ability to function independently and with flexibility.
- Ability to work under pressure, handle multiple tasks and interruptions.
- Occasional lifting of moderately heavy office supplies; ability to lift supplies for community events, trade shows, conferences, and other marketing opportunities applicable to the organization; ability to lift, push or pull up to 50lbs.
- Ability to sit, stand, or walk for extended periods of time.
- Must have strong computer skills to meet Microsoft Office and Electronic Health Record software requirements.
Qualifications
Education:
- High school diploma or equivalent
Experience:
- Successful work experience in a front office setting or in another clerical position.
- Strong working knowledge of office procedures and basic accounting principles.
- Ability to effectively use and maintain office equipment.
- Computer literate: Microsoft Office (Excel, Word, and PowerPoint) required.
Required licenses or certifications
- Current CPR Certification, highly desirable
- Narcan Certified, highly desirable
Monday - Friday 8:00AM - 4:30PM