Office Administrator

Background The Office Administrator is a critical position for the initial Operations Start-Up and Phase-In Program of the Emergency Juvenile Placement Facility. The role provides comprehensive administrative, clerical, and operational support. During this phase-in period, the Office Admin will assist with HR onboarding processes and be responsible for processing incoming staff documentation, ensuring compliance with all regulatory requirements (including NC labor law standards and HIPAA). The core duties include maintaining efficient office systems and facilitating effective communication across staff, clients, and external stakeholders. This role requires strong organizational skills, attention to detail, confidentiality, and the ability to manage multiple priorities in a fast-paced environment. KEY RESPONSIBILITIES Perform general administrative and secretarial functions including answering phones,greeting visitors, and directing inquiries appropriately. Prepare new patient/client charts, ensure all intake paperwork is complete, accurately filed, and assemble records in standard order. Provide reception and referral support by taking referrals and entering required data into systems. Maintain discharge logs and archive client records in compliance with record retention policies. Compose, edit, prepare correspondence, memoranda, and reports. Transcribe dictation and assist with preparing meeting minutes and/or documentation. Schedule and coordinate meetings, appointments, and staff activities. Support preparation of statistical, narrative, and compliance reports. Gather information, perform data entry, and basic forecasting/analysis. Maintain confidential client and medical records in accordance with facility, state and federal guidelines. Complete requisitions for supplies, materials, and maintenance services and resources. Create and maintain digital images and ensure accuracy in data entry systems. Perform other duties as assigned. Process all new hire and staff documentation, including criminal record checks, Responsible Individuals List searches, and confidentiality agreements, ensuring employee files remain current and compliant with NC regulations. REQUIRED SKILLED Problem Solving Proficient Microsoft Office Suite Critical Thinking & Attention to Details Excellent Oral & Written Communication Strong Communication and Multi-tasking Strong Organization and Time Management Proficient Recordkeeping & Administrative Support QUALIFICATIONS High school diploma or equivalent required; Associate’s Degree preferred, Minimal Three years’ administrative or clerical, Healthcare, foster care or mental health experience preferred. Employment Type: Full Time Years Experience: 3 - 5 years Salary: $18 - $20 Hourly Bonus/Commission: No