Administrative Assistant

Job Description

Job Description

Description:

 

JOB PURPOSE: Under the direction of the Director of Administration, the Administrative Assistant keeps the office location running smoothly and efficiently by welcoming clients, families, community members and staff professionally, implementing essential office procedures and monitoring administrative projects for Family Pride of Northeast Ohio, Inc.

1. AGENCY EXPECTATION OF EMPLOYEE

· Adhere to Agency Policy and Procedures

· Acts as a role model within and outside the Agency

· Performs duties as workload necessitates

· Maintains a positive and respectful attitude

· Communicates regularly with Supervisor and Administrative Staff

· Demonstrates flexible and efficient time management and ability to prioritize workload

· Meets Agency productivity standards

2. ESSENTIAL DUTIES AND RESPONSIBILITIES the Administrative Assistant is responsible for providing administrative support within the Family Pride office. This includes the following:

· Assume receptionist duties, greet public, check in clients (including insurance updates), answer phone, route calls, and take messages.

· Take client payments and apply to daily cash sheet

· Maintain front desk area and lobby – ensure clean throughout the day and at end of day

· Ensure that therapy rooms and conference rooms are straightened up and clean at end of workday.

· Keep inventory of office supplies and maintain organized supply closets

· Route all mail to the appropriate personnel.

· Process and route all incoming payments, invoices, and deposits to appropriate personnel

· Provide professional customer service support to clients, stakeholders, and personnel

· Answer general questions regarding administrative and billing processes, and account balances

· Assist with scheduling, coordination, and note-taking of staff and board meetings as requested

· Provide medical records as requested

· Purchase agency resources via necessary accounts as approved by supervisor or leadership

· Coordinate domestic travel arrangements as approved by supervisors or leadership

· Participate in educational activities including staff meetings, professional development opportunities in the community and online

· Maintains strict confidentiality; adheres to all HIPAA guidelines/regulations

· Other duties as assigned by supervisor or agency leadership team.

· Participating in team meetings as needed to coordinate clinical needs ensuring the efficiency of the administrative and billing processes

4. QUALIFICATIONS

· High School Diploma or equivalent is required. Associate or bachelor’s Degree is preferred.

· Excellent verbal and written communication skills

· Positive and professional demeanor

· Good judgment in evaluating situations and making decisions

· Strong organizational skills needed including being able to multi-task

· Strong computer skills specifically in Office 365 Suite – excel, outlook, SharePoint, and Teams

· Have a general knowledge of Accounts Receivable and Accounts Payable Processes

5. AMERICANS WITH DISABILITY SPECIFICATIONS

While performing the duties of this job, the Billing Specialist is regularly required to sit, stand, walk, speak, and hear. The position requires extensive computer use so the employee must have sufficient hand dexterity to use a computer keyboard and be capable of reading a computer screen. The employee must occasionally lift and/or move up to 20 pounds. Reasonable accommodation may be made to enable otherwise qualified individuals with disabilities to perform the essential functions.

6. TRAVEL

Limited

7. WORK ENVIRONMENT

The work environment is a small, busy office located in Chardon, Ohio. The noise level in the work environment is usually low to moderate. Reasonable accommodation in the work environment may be made to enable individuals with disabilities to perform the essential functions.

Requirements: