Administrative Assistant

Administrative Assistant (float) - Powell

FLSA Status: Part-Time Hourly, Non-Exempt

Reports to: Sr. Manager, Revenue Cycle

Job Summary:

This role requires strong attention to detail and exceptional organizational skills. The Administrative Assistant will provide support to our team across different locations as needed (with a home base in Powell), handling various administrative tasks. Proficiency in office software, along with excellent communication and customer service skills, is essential. The Administrative Assistant will be crucial in maintaining smooth office operations.

Essential Functions:

• Provide excellent customer services.
• Mail distribution; pick up, open, sort and deliver mail to appropriate parties.
• Post outgoing mail and manage postage machine.
• Assist with billing functions as required by Administrative Coordinator.
• Assist in monitoring and maintaining facilities via contact with OXC Maintenance and Safety Coordinator.
• Ensure facility is appropriately secured at end of each business day; setting alarms, locking doors, turning off light and any heating appliances.
• Coordinate appointments for clients.
• Conduct reminder calls to clients.
• Build trust with clients through open communication.
• Investigate and resolve scheduling conflicts.
• Maintain office and client files.
• Collect fees
• Type letters, drafts, reports and case notes.
• Manage patient records, schedule appointments, and assist in billing functions as needed through Oxbow Center EHR system efficiently and effectively.
• Answer telephone and record messages.
• Remain calm, assess situations, gather information and determine the urgency of a call and route appropriately.
• Assist in maintaining petty cash.
• Operate basic office equipment and order office supplies via Oxbow Center purchasing process.
• Responsible for participating in staff meetings, conferences and Board of Director meetings as requested by Sr. Manager, Revenue Cycle.
• Coordinate events and meetings
• Conference room setup/take down
• Coordinate meals (order/pick-up/deliver)
• Schedule and reserve external meeting spaces

Education and Experience:

· High school diploma or equivalent; Associates Degree or certification in Office Administration is preferred.

· Proven experience as an Administrative Assistant or similar role.

Required Skills and Abilities:

• Ability to travel between facilities as needed is REQUIRED.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

· Strong organizational skills and attention to detail.

· Excellent verbal and written communication skills.

· Ability to prioritize tasks and work efficiently in a fast-paced environment.

· Familiarity with basic bookkeeping principles is a plus.

· Discretion and professionalism when handling confidential information.

· Ability to work both independently and as part of a team.

· Excellent Customer Service Skills

Supervisory Responsibilities:

No

Job Type: Part-time

Pay: From $17.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Paid time off

Schedule:

• Day shift

Work Location: In person

Salary : $17