Administrative Assistant

Job Description

Job Description

*DO NOT APPLY FOR THIS JOB IF YOU ARE NOT PROFICIENT IN EXCEL AND MICROSOFT OFFICE. THIS IS A MUST SKILL TO DO THIS JOB*

Full Job Description

Caring Hands Behavioral health Center is an Outpatient Mental Health Clinic with PRP services. We are looking for an Administrative Assistant/Office Manager to join our team. Our starting salary will range based on experience. Our is office located in Baltimore City.

Position Summary:

The Administrative Assistant of the OMHC is responsible for providing administrative support to ensure efficient operation of the office. Supports directors, managers and staff through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures.

Position Responsibilities:

• Use persons-centered, customer service oriented, concierge services for the OMHC

• Handle sensitive information in a confidential, respectful manner

• Ability to work in a multi-disciplinary team

• Provides all administrative duties included but not limited to printing, copying, mailings, faxing, filing, phones, email, responding to requests, support to clients, ordering supplies, and other duties as assigned.

• Organize and schedule meetings and keep accurate record of meeting minutes

• Produce and distribute correspondence memos, letters, faxes and forms

• Assist in the preparation of regularly scheduled reports

• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies

• Contribute to team effort by accomplishing related results as needed

• Write letters and emails on behalf of other office staff

• Maintain computer and manual filing systems

• Develop and coordinate office procedures and resolve administrative problems

The Office Manager will:

• Be responsible for opening and closing the clinic each day

• Serve as the first point of contact to welcome clients and staff to the clinic

• Conduct intake interviews and collect new client information for treatment referrals

• Ensure effective telephone and mail communications both internally and externally, responding to intake and other requests from current and potential client families and staff

• Ensure clinic is clean, safe, and presentable at all times

• Maintain client and office files

• Generate general correspondence for staff and client families

• Provide administrative support to the Chief Executive Officer and Clinical Director

• Schedule staff for client treatment sessions

• Serve as liaison to all outside vendors

• Perform or facilitate maintenance of office equipment, including cleaning, maintenance, and repairs

• Maintain inventory of office supplies, and order additional supplies as needed

• Maintain client and staff attendance records

• Submit billing for weekly client sessions

• Conduct benefit checks for potential clients

• Other duties as assigned

Requirements:

Education, training & experience:

• High school diploma or equivalent required; Associates degree in office administration or related field preferred.

• 2+ years experience as an Office Manager or Administrative Assistant required, healthcare environment preferred

Knowledge of:

• Extensive knowledge of office management procedures

• Technology, including software applications in word processing and spreadsheets (MSWord, PowerPoint and Excel)

Ability to:

• Communicate effectively in both oral and written form

• Perform general clerical duties including maintaining accurate client records and preparing clear and concise records

• Use a computer and behavioral software to prepare documents and maintain client records

• Follow guidance from senior-level staff to enhance own professional development

• Work with a diverse team of professionals and clients in a respectful manner

• Handle sensitive and confidential situations

• Juggle multiple competing tasks and demands

• Work independently

• Work effectively and collaboratively within a team

Skills:

• Excellent organizational skills

• Excellent customer service skills

• Demonstrated poise, tact and diplomacy

• High level interpersonal skills in order to interact effectively with clients, families, and staff

• Strong attention to detail

• Effective time management skills

Other requirements:

• Understanding and appreciation for children with special learning needs

• Track record of reliability and punctuality

• Successful completion of fingerprinting and criminal history background check

• Satisfactory reference checks

• Must pass tuberculosis test

Qualifications:

• Demonstrated ability to work within diverse settings and populations

• Knowledge of office management systems and procedures

• Excellent time management skills and ability to multi-task and prioritize work

• Attention to detail and problem-solving skills

• Excellent written and verbal communication skills

• Strong organizational and planning skills

• Proficient in MS Office, Power point and Excel

• Experience in the field or in a related area. OMHC experience preferred.

• High school diploma or equivalent; college degree preferred

Job Type: Full-time

Pay: $17-$19/hr

Schedule:

• Varies
• Monday to Friday

Work Location:

• One location

Work Remotely:

• No

*DO NOT APPLY FOR THIS JOB IF YOU ARE NOT PROFICIENT IN EXCEL AND MICROSOFT OFFICE. THIS IS A MUST SKILL TO DO THIS JOB*