Office Administrative Assistant

POSITION SUMMARY:

The Office Administrative Assistant welcomes and directs guests and callers to the appropriate staff member in a professional and efficient manner while adhering to company protocols and values. The Office Administrative Assistant performs various clerical and administrative functions which support the office/reception area. This position will represent ABH® and its services in a positive and professional manner and adhere to ABH®’s best practices, guidelines, policies and procedures as established, promoting ABH® as a leader in behavioral healthcare in all interactions and work.

DUTIES AND RESPONSIBILITIES:

• Maintain the company’s front desk reception area, including, but not limited to, welcoming all guests in a professional manner, answering the telephone and directing calls to the appropriate staff member, maintaining guest confidentiality forms; and maintaining conference room schedules;
• Operate office equipment such as fax machine, copier, and multiline phone system;
• Operate electronic postage machine; ensure proper postage and delivery of outgoing mail. Order postage and supplies for postage machine. Receive incoming mail; sort and distribute to appropriate programs/departments;
• Assist with preparation of certified mail and UPS overnight packages. Maintain and match UPS slips with bills;
• Monitor the use of equipment and supplies for all locations. Ensure that common areas in the office are equipped with the necessary office supplies;
• Monitor inventory, ordering office supplies when needed and keeping the kitchen stocked and tidy;
• Report minor building issues to maintenance for resolution;
• Prepare various correspondence and forms as needed;
• Order food and beverages for onsite meetings; assist with set-up and take down when needed;
• Prepare bulk mailings; print envelopes, stuff letters and gift cards, brochures etc as needed;
• Run reports for various departments as needed;
• Maintain employee telephone list;
• Maintain confidentiality of all client protected health information and adheres to all HIPPA related to policies and procedures;
• Perform other tasks/responsibilities as requested to support the business operations.
• Demonstrate ethical behavior and cultural sensitivity in all activities involving individuals of diverse backgrounds.

EDUCATION AND EXPERIENCE REQUIREMENTS:

• High School Diploma or GED required;
• Certificate in Secretarial Studies or Associates Degree in general business preferred;
• 2 – 3 years demonstrated experience in an office setting managing reception area;
• Attend annual Conflict of Interest training.

KNOWLEDGE/SKILLS/ABILITIES:

• Demonstrated knowledge of clerical and administrative procedures;
• Experience with multi-line phone system;
• Ability to communicate with internal staff and external guests in a professional manner;
• Must possess “can-do” attitude, positive demeanor and welcoming personality;
• Strong written and verbal communication skills required;
• Excellent interpersonal skills and demonstrated ability to provide optimum customer service;
• Must be flexible and possess cultural awareness;
• Must possess strong organizational skills and attention to detail;
• Proven ability to handle multiple tasks and meet deadlines;
• Excellent computer skills with demonstrated proficiency in Microsoft Office Package (MS Word, Excel, Outlook) and the internet.