Office Administrative Assistant

POSITION SUMMARY:

The Office Administrative Assistant welcomes and directs guests and callers to the appropriate staff member in a professional and efficient manner while adhering to company protocols and values. The Office Administrative Assistant performs various clerical and administrative functions which support the office/reception area. The Office Administrative Assistant will also perform administrative functions associated with the MST Program.  This position will represent ABH® and its services in a positive and professional manner and adhere to ABH®’s best practices, guidelines, policies and procedures as established, promoting ABH® as a leader in behavioral healthcare in all interactions and work.

DUTIES AND RESPONSIBILITIES:

• Maintain the company’s front desk reception area, including, but not limited to, welcoming all guests in a professional manner, answering the telephone and directing calls to the appropriate staff member, maintaining guest confidentiality forms; and maintaining conference room schedules;
• Operate office equipment such as fax machine, copier, and multiline phone system;
• Operate electronic postage machine; ensure proper postage and delivery of outgoing mail. Order postage and supplies for postage machine. Receive incoming mail; sort and distribute to appropriate programs/departments;
•  Assist with preparation of certified mail and UPS overnight packages. Maintain and match UPS slips with bills;
• Monitor the use of equipment and supplies for all locations. Ensure that common areas in the office are equipped with the necessary office supplies;
• Monitor inventory, ordering office supplies when needed and keeping the kitchen stocked and tidy;
• Report minor building issues to maintenance for resolution;
• Prepare various correspondence and forms as needed;
• Order food and beverages for onsite meetings; assist with set-up and take down when needed;
• Prepare bulk mailings; print envelopes, stuff letters and gift cards, brochures etc. as needed;
• Run reports for various departments as needed;
• Maintain employee telephone list;
• Provides Administrative support for departments and Committees as needed
• Maintain confidentiality of all client protected health information and adheres to all HIPPA related to policies and procedures;
• Perform other tasks/responsibilities as requested to support the business operations.
• Demonstrate ethical behavior and cultural sensitivity in all activities involving individuals of diverse backgrounds.
• Conduct TAM-R closures, uploads and downloads each day through the FARM and MSTI database systems;
• Monitor TAM-R windows that are due to close and communicate via email with provider agencies that windows are closing, offer solutions to capture TAM (Paper TAM; schedule a time to call in);
• Conduct TAM-R surveys to families based on open call windows that day;
• Generate monthly reporting of TAM-R collection activities for ABH Accounting Department;
• Monitor monthly past due invoices and take appropriate steps to contact provider regarding same; document all communications around collection attempts; work with the Finance Department to re-send or amend incorrect invoices in a timely manner;
• Prepare training materials for each Blended Learning Orientation and Advanced Supervisor Workshop/Supervisor Orientation trainings;
• Support each ABH MST training by coordinating refreshments, materials, and setting up training space.

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Associate degree required or equivalent combination of education, experience and training that provides the required knowledge skills and abilities;
• 1-3 years of demonstrated work experience in an administrative assistant or related position;
• 1-2 years of training or certificate in Secretarial Science or business school is required;
• Attends trainings specific to job duties;
• Attends annual Conflict of Interest training.

KNOWLEDGE/SKILLS/ABILITIES:

• Excellent customer service skills
• Ability to operate standard office equipment, including but not limited to, computer, copier, calculator, and fax machine;
• Demonstrated ability to type a minimum of 40 w.p.m.;
• Good organizational and problem-solving skills;
• Demonstrated knowledge of office administration, planning and records management;
• Strong attention to detail; ability to work on multiple tasks and meet deadlines;
• Excellent PC skills with demonstrated experience using Microsoft Office Package (MS Word, Excel, Power Point, Access, Outlook); internet;
• Desk-top publishing skills using Publisher;
• Strong written and verbal communication skills required.