What are the responsibilities and job description for the Office Administrator position at Dixon Social Interactive Services, Inc?
Job Purpose:
The Office Administrator ensures the smooth operation of daily office activities by managing administrative tasks, maintaining records, coordinating schedules, and providing support to staff and visitors. This role plays a critical part in ensuring efficiency, organization, and a professional environment within the office.
Location: Wilson, North Carolina
Hours: Full-time, Monday – Friday 9:00AM – 5:00PM
Reporting Relationships:
- Reports To: Clinical Manager
- Positions Supervised: None
Key Responsibilities:
- Manage incoming calls, route to appropriate personnel, and take accurate messages.
- Greet and assist visitors, vendors, and clients professionally.
- Handle mail distribution and internal correspondence.
- Maintain visitor logs and employee sign-in sheets.
- Assist in payroll distribution for staff and vendors.
- Oversee budgeting and ordering of office and food supplies.
- Maintain a welcoming and organized front lobby area.
- Distribute employment applications to walk-in candidates.
- Manage schedules for Therapists and Qualified Professionals (QPs), including
appointment scheduling, rescheduling, and cancellations.
- Coordinate with Clinical Directors for intake and assessments.
- Track and process referrals, ensuring accurate documentation.
- Verify consumer insurance details and complete intake screenings.
- Process and input consumer information into Sharenote.
- Request and retrieve record numbers for client files.
- Prepare and assemble new client files before submission to the Medical Records
Department.
- Retrieve necessary documents from Medical Records for QPs.
- Maintain and organize client documentation.
- Complete and update NCTopps reports as needed.
- Review daily attendance logs for accuracy.
- Scan and submit Incident Reports and Grievance forms to QA/QI Management.
- Coordinate and manage weekly drug screenings.
- Perform other administrative duties as assigned.
Knowledge, Skills, Abilities, and Other Characteristics (KSAOs)
- Knowledge: Understanding of office operations, administrative procedures, and record
management.
- Skills: Strong organizational and multitasking skills, attention to detail, and time
management.
- Abilities: Effective problem-solving, ability to handle sensitive information with
discretion, and ability to work independently or as part of a team.
- Other Characteristics: Strong work ethic, professionalism, and a
customer-service-oriented mindset.
Qualifications & Requirements
- High school diploma, GED, or associate degree required.
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal skills.
- Proficiency in office management software and tools.
- Ability to maintain confidentiality and handle sensitive information.
Work Environment & Conditions
- Standard office environment with no hazardous conditions.
- Requires extended periods of sitting, occasional lifting of office supplies, and use of a
computer.
- Interaction with employees, visitors, and vendors on a regular basis.
Job Type: Full-time
Pay: From $15.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Work Location: In person
Salary : $15
