What are the responsibilities and job description for the Administrative Assistant position at Capital Area Counseling Services?
Administrative Assistant – Main Office
Location: Pierre
Employment Category: Full time
Employment Type: Hourly / Non-exempt
Reports To: Chief Operations Officer
Benefits: Employer paid monthly premiums for health, dental, and life insurance for the employee; 401K participation with an up to 6% match after meeting eligibility requirements; paid holidays; paid YMCA family membership; and vacation and medical leave
Perquisites: continued education/professional development opportunities and a supportive team environment that promotes staff wellness and self-care
Position Description
The Administrative Assistant provides a variety of administrative and clerical tasks at the main office reception to help maintain organization and keep the office running efficiently.
Duties / Responsibilities:
Perform office opening and closing duties daily.
Greet clients and visitors with a positive, helpful attitude and check clients in and out for their appointments in a timely manner.
Ensure front entry and reception area is in order and welcoming.
Manage office telephone systems, including answering calls and returning messages and routing calls as necessary.
Scanning records on a daily basis.
Maintain communication and assistance via phone, e-mail, and mail.
Assist with a variety of administrative tasks including filing, copying, faxing, taking notes.
Produce and distribute correspondence memos, letters, faxes, and forms.
Prepare meeting rooms and assist clients with setting up telehealth system.
Anticipate the needs of others in order to ensure seamless and positive experiences.
Adhere to all agency policies and state and federal laws regarding confidentiality of medical records.
Provide back-up coverage to other administrative assistant staff when needed.
Collects payments, process payments and maintains a system for recording payments from clients.
Requests records and faxing records and complete required correspondence documentation.
Add and update client coverage as needed in EHR system.
Print and prepare client statements for mailing.
Request client updates on their insurance, address, phone number etc. at check in.
Documenting patients’ medical information, including medical history and health insurance information.
Performing data entry tasks to document patient records within facility databases and maintaining patient files.
Scheduling patient appointments and maintaining communication to confirm future appointments (i.e. contacting clients to remind of upcoming appointments and documenting response).
Performing clinical procedures to include taking vital signs.
Respond to crisis situations compassionately and appropriately.
Perform other relevant duties as assigned.
Required Skills / Abilities:
Professional, polite, attentive, and accurate.
Be comfortable with computers, general office tasks, and excel at both verbal and written communication.
Knowledge of office management skills and ability to multi-task and prioritize work.
Ability to work within a team and independently.
Excellent computer skills/proficient in computer applications, specifically MS Office; experience working in an electronic health records system preferred.
Attention to detail.
Problem solving skills.
Excellent communication skills, both verbal and written.
Maintain confidentiality and comply with agency compliance plan and code of ethics.
Strong organizational and planning skills.
Must have a valid driver's license.
May need to use personal vehicle for work-related tasks and must provide proof of insurance.
Education and Experience:
High school diploma or equivalency; Associates degree preferred in related field.
One-year experience in a field related to administrative assistant duties.
Physical Requirements:
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times.
