Office Administrator

Office Administrator

Pay:  From $15.00 - $20/hr

Job description:

Job Purpose:

The Office Administrator ensures the smooth operation of daily office activities by managing administrative tasks, maintaining records, coordinating schedules, and providing support to staff and visitors. This role plays a critical part in ensuring efficiency, organization, and a professional environment within the office.

Location: Wilson, North Carolina

Hours: Full-time, Monday – Friday 9:00AM – 5:00PM

Reporting Relationships:

● Reports To: Clinical Manager

● Positions Supervised: None

Key Responsibilities:

● Manage incoming calls, route to appropriate personnel, and take accurate messages.

● Greet and assist visitors, vendors, and clients professionally.

● Handle mail distribution and internal correspondence.

● Maintain visitor logs and employee sign-in sheets.

● Assist in payroll distribution for staff and vendors.

● Oversee budgeting and ordering of office and food supplies.

● Maintain a welcoming and organized front lobby area.

● Distribute employment applications to walk-in candidates.

● Manage schedules for Therapists and Qualified Professionals (QPs), including appointment scheduling, rescheduling, and cancellations.

● Coordinate with Clinical Directors for intake and assessments.

● Track and process referrals, ensuring accurate documentation.

● Verify consumer insurance details and complete intake screenings.

● Process and input consumer information into Sharenote.

● Request and retrieve record numbers for client files.

● Prepare and assemble new client files before submission to the Medical Records

Department.

● Retrieve necessary documents from Medical Records for QPs.

● Maintain and organize client documentation.

● Complete and update NCTopps reports as needed.

● Review daily attendance logs for accuracy.

● Scan and submit Incident Reports and Grievance forms to QA/QI Management.

● Coordinate and manage weekly drug screenings.

● Perform other administrative duties as assigned.

Knowledge, Skills, Abilities, and Other Characteristics (KSAOs)

● Knowledge: Understanding of office operations, administrative procedures, and record management.

● Skills: Strong organizational and multitasking skills, attention to detail, and time management.

● Abilities: Effective problem-solving, ability to handle sensitive information with discretion, and ability to work independently or as part of a team.

● Other Characteristics: Strong work ethic, professionalism, and a customer-service-oriented mindset.

Qualifications & Requirements

● High school diploma, GED, or associate degree required.

● Strong organizational and multitasking skills.

● Excellent communication and interpersonal skills.

● Proficiency in office management software and tools.

● Ability to maintain confidentiality and handle sensitive information.

Work Environment & Conditions

● Standard office environment with no hazardous conditions.

● Requires extended periods of sitting, occasional lifting of office supplies, and use of a computer.

● Interaction with employees, visitors, and vendors on a regular basis.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person