What are the responsibilities and job description for the PT Administrative Assistant/Receptionist 4-8pm Mon-Thurs Sat, 8am-12pm position at Peace and Harmony House?
Peace and Harmony House: Administrative Assistant Job Description
Job Overview:
Peace and Harmony House, a renowned Drug and Alcohol Treatment Facility, is seeking a detail-oriented and organized Administrative Assistant to provide essential support to the administrative functions of our facility. The Administrative Assistant will play a key role in ensuring the smooth operation of day-to-day activities and contributing to the overall efficiency of the organization.
Responsibilities:
Front Desk:
· Greet and assist visitors, clients, and staff in a friendly and professional manner.
· Collect co-pays via cash, checks or credit cards.
· Add/Update client demographic and information.
· Manage incoming calls, direct them to the appropriate personnel, and take messages as needed.
· Scheduling and Calendar Management:
o Coordinate and schedule appointments, meetings, and events for facility staff.
o Maintain and update calendars to ensure accuracy and avoid scheduling conflicts.
o Print daily schedules.
o Schedule/reschedule appointments with the appropriate provider.
· Record Keeping and Documentation:
o Assist in maintaining organized and up-to-date client and administrative records.
o Prepare and process necessary paperwork and documentation efficiently.
o Prepare and process any Urine Drug screens submitted by clients into the AEGIS system.
Data Entry:
· Input data accurately into electronic systems, databases, and spreadsheets.
· Ensure data integrity and troubleshoot discrepancies when necessary.
· Office Supplies and Inventory Management:
o Monitor and replenish office supplies as needed.
o Keep track of inventory and assist in ordering supplies.
· Assistance to Management:
o Provide administrative support to management, including drafting emails, preparing reports, and organizing documents.
o Assist in coordinating special projects and events.
Communication Liaison:
· Facilitate communication between staff members, departments, and external contacts.
· Distribute internal and external communications as directed.
· Make reminder calls to all clients on the schedule to confirm appts for next day.
· Send End Of Shift email to all staff and management.
· Scan outpatient therapy documents daily.
· Prepare mail and document correspondence sent out to clients.
· Performed other duties as assigned by Supervisor.
· Client / Visitor Coordination:
o Coordinate visitor access and ensure a welcoming environment for clients, families, and guests.
o Manage the sign-in and sign-out process for clients.
Qualifications:
· High school diploma or equivalent; additional qualifications in office administration or a related field are a plus.
· Proven experience as an administrative assistant or in a similar role.
· Proficient in Microsoft Office Suite and other office management software.
Skills:
· Strong organizational and multitasking abilities.
· Excellent communication and interpersonal skills.
· Attention to detail and accuracy in data entry.
· Ability to maintain confidentiality and handle sensitive information.
· Maturity and sensitivity to the special needs of Peace and Harmony House clients while possessing the knowledge of substance abuse and medical conditions.
· Must be service oriented with good customer service skills.
· Ability to utilize and navigate Microsoft office software, and insurance verification websites.
· Must possess the ability to maintain client confidentiality.
Work Schedule: Monday-Thursday 4:00pm-8:00pm and Saturday 8am-12pm
Time Flexibility (required) / able to cover various shifts when necessary.
Benefits:
- Competitive salary based on experience
- Opportunities for professional growth and development
- Positive work environment with a supportive team
If you possess excellent organizational skills, strong attention to detail, and enjoy working in a fast-paced environment, we encourage you to apply for this rewarding Receptionist/Administrative Assistant position.
Job Type: Part-time
Pay: $15.00 - $17.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 4 hour shift
- 8 hour shift
- Day shift
- Evening shift
- Monday to Friday
- Morning shift
- No weekends
People with a criminal record are encouraged to apply
Work Location: In person
Salary : $15 - $17