Administrative Assistant - Full Time

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The Office Administrative Assistant provides administrative/organizational support and serves as the initial point of contact for the Agency, its clients, visitors, staff and associates. This includes client scheduling and follow up, appointments, handling confidential records, filing, and receptionist duties with the goal of fostering an environment which promotes client comfort and trust and quality of care in provision of services.

This position is Monday through Thursday 8:00am to 4:30pm, and Fridays 7:30am to 4:00pm.

ESSENTIAL DUTIES

. Answer multi-line telephone system in a courteous and timely manner, take accurate messages, answering pertinent questions, perform customer services, and properly route calls with clarity and confidentiality.

· Perform as the primary initial Agency contact in a professional manner with customers, visitors and others on a daily basis which includes doing full intake for those requesting an initial appointment.

· Maintain an organized calendar and schedule appointments in accordance with scheduling guidelines, confirming medical and evaluation appointments, completely checking clients in for appointments and accurately maintaining client in database.

· Collect client's fees performing reconciliation to balance the money received against the route slips for the day's appointments reporting any discrepancies.

· Maintain all files in an organized and accessible manner to include updating information, appropriately purging/archiving files on a regular basis and creating new systems as needed.

· Receives and correctly distributes official documents from DSS, Probation, Parole and other Institutions and prepare monthly OASAS reports as assigned or required.

· Prepare all necessary paperwork and receptacles for toxicology screenings as requested, and ensure end product is readied for laboratory

· Prepare receipt (route slip) and other required items for customer's appointment

· Complete admission and discharges in the OASAS database as assigned

· Assessment of self-pay client fee schedule as assigned

Secondary Functions

· Maintain an adequate office supply inventory, requisition additional items as needed and stock items upon arrival

· Provide general office assistance to staff and other related duties as assigned.

· Serve as office assistant backup for the Sayre clinic as needed.

PHYSICAL DEMANDS

· General computer skills, including keyboard and mouse operations; visual and/or auditory capacity.

· The employee may move up to 50 pounds and occasionally lift up to 30 pounds

WORK ENVIRONMENT

While performing the duties of this job, the employee is expected to adhere to strict policies/regulations relative to being in a tobacco-and alcohol-free workplace.

Work is performed in a normal office environment

Knowledge, Skills and Abilities

· Excellent and accurate written and verbal communication skills

· Ability to accurately route calls from a multi-line phone system

· Excellent customer relations skills including the ability to project a positive and client oriented demeanor at all times.

· Knowledge of basic math including the ability to add, subtract, multiply and divide numbers.

· Ability to maintain organize and accurate records

· Good computer skills including the ability to work with a database.

· Ability to use professional discretion and maintain client confidentiality.

QUALIFICATIONS

EDUCATION

Required High School Diploma or GED

Preferred Associated degree

EXPERIENCE

Required Prior general business, clerical and/or customer service experience; Knowledge of operating various commonly-used office equipment and electronic media such as Multi-lined telephone system, copy/fax machine, calculator, computer/printer,and shredder

License A valid driver's license is required.

This is intended to provide a description of essential job functions that are used in order to assess employee performance. It is not an all inclusive statement of job responsibilities.

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Job Type: Full-time

Pay: $16.00 - $17.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Evening shift

Work Location: In person