Administrative Assistant - Front Desk

POSITION SUMMARY: The Administrative Assistant is the first and last point of contact for clients, vendors, and visitors in our busy Outpatient Treatment Facility. The Administrative Assistant contributes to creating a welcoming and inclusive environment for our clients, colleagues and community partners from diverse backgrounds and experiences.

ESSENTIAL FUNCTIONS AND RESPONSIBLITIES:

Greet and register clients for appointments in a warm, polite, and helpful manner.

Provides excellent customer service to clients in person and on the phone.

Maintains the front desk area, keeps the lobby neat, tidy, and ensures that it is always covered.

Answer all incoming calls within three rings and direct calls to appropriate staff.

Clear all general voice mail daily and return calls in a timely manner.

Sort and distribute mail to appropriate departments.

Exercise necessary levels of discretion or independent judgement in all situations; maintains the highest level of confidentiality.

Schedules assessments and new appointments for clients.

Coordinate language line for clients to attend scheduled appointments.

Scan intake packets to Care Logic, provide copies of packets to Billing Department

Scan and save incoming documents by clients into the document library in Care Logic.

Perform daily appointment reminders for clients for individual and group sessions.

Inform staff via email/teams messaging when clients have checked in for appointments.

Complete all training and tasks for professional development that are assigned by manager/CEO.

Close the lobby, lock up the building, and set alarm.

Additional duties as assigned or requested by manager/CEO. SKILLS AND ABILITIES:

Excellent verbal and written communication skills.

Excellent organizational skills and attention to detail.

Excellent Interpersonal skills to create a positive experience for clients.

Comfortable multi-tasking and prioritizing tasks with minimal supervision.

Excellent Office 365 experience, especially Outlook, Microsoft Word, and Teams. Additional Qualifications:

High School Diploma or GED required, with associate's degree in business administration or related field preferred.

Minimum of two (2) years of experience in an administrative support position required.

Minimum of two (2) years of experience working in behavioral health services

Other Requirements:

Must possess a valid Ohio driver's license, must pass a criminal background check, and a pre-employment drug screen.