Office Administrator

Job Summary
We are seeking a highly organized and proactive Office Administrator to join our team. The ideal candidate will play a crucial role in ensuring the smooth operation of our office by providing exceptional administrative support. This position requires strong communication skills, attention to detail, and the ability to manage multiple tasks efficiently. As an Office Administrator, you will be the first point of contact for clients and visitors, making your role vital in creating a welcoming environment. The Administrative Assistant provides critical support to the Mental Health services team by performing a wide variety of administrative and clerical tasks. This role is essential in ensuring smooth office operations and maintaining compliance with healthcare documentation and confidentiality standards.

Responsibilities

• Greet clients, visitors, and staff in a professional and compassionate manner
• Answer and route phone calls; respond to inquiries regarding services and scheduling
• Maintain client records and ensure accurate filing (electronic and paper) in compliance with HIPAA regulations
• Assist with data entry, appointment scheduling, and calendar management for clinicians and case managers
• Process intake paperwork, authorizations, and discharge summaries
• Communicate with Medicaid and insurance companies regarding service authorizations and billing inquiries
• Track and manage documentation deadlines and assist staff with required paperwork submissions
• Prepare reports, letters, and other documents as needed
• Order and manage office supplies and maintain inventory
• Support the coordination of trainings, meetings, and office events
• Perform other administrative tasks as assigned by supervisors
• Provide outstanding customer support by addressing inquiries and resolving issues promptly.
• Manage calendars, schedule appointments, and coordinate meetings for team members.
• Maintain organized office systems, including filing and document management.
• Operate and manage phone systems to facilitate effective communication within the office.
• Assist with administrative tasks such as data entry, typing documents, and preparing reports.
• Support office management activities to ensure a productive work environment.
• Act as a personal assistant to executives or managers as needed.
• Collaborate with team members to enhance office operations and improve efficiency.
• Utilize computerized systems for tracking information and managing schedules.

Experience

• Proven experience in an administrative or office management role is preferred.
• Strong organizational skills with the ability to prioritize tasks effectively.
• Proficiency in using computer software applications for documentation and communication.
• Bilingual candidates are encouraged to apply as it enhances our customer support capabilities.
• Familiarity with phone systems and office equipment is advantageous.
• Excellent typing skills with attention to detail are essential for this role.

We invite qualified candidates who are eager to contribute positively to our team and help streamline our office processes to apply for this exciting opportunity.

Job Types: Part-time, Contract

Pay: $18.00 - $21.00 per hour

Schedule:

• 4 hour shift
• Day shift
• Monday to Friday
• Morning shift
• No weekends
• Weekends as needed

Ability to Commute:

• Portsmouth, VA 23707 (Required)

Work Location: In person

Salary : $18 - $21