Administrative Assistant Monday - Friday 8:00am - 5:00pm

Position Summary

Provide courteous and professional customer service to the people we serve, staff, and visitors. Provide front and back office clerical services including but not limited to: maintaining schedules, answering phones, developing flyers/documents, producing reports, tracking data, room reservations, mail distribution, records maintenance, and general administrative support to teams at a site. Assist staff, managers, and/or other supervisors as assigned.

Essential Functions

• Create a positive experience for the people we serve and guests through professional conduct and customer service at the front desk.
• Ensure front desk and lobby are aesthetically pleasing, safe, and friendly for all guests.
• Provide snacks & drinks to people we serve in the lobby area.
• Provide breakfast, lunch, and dinner to patients staying at the facility.
• Clean rooms and prepare them for incoming patients.
• Receive and screen clinic telephone communications ensuring callers are directed to the appropriate destination in a timely fashion.
• Maintain positive interpersonal interactions with internal and external customers.
• Apply situational awareness and appropriate techniques to handle situations before they escalate.
• Maintain Outlook calendar, tasks, room reservations and meetings, and fulfill email requests as appropriate.
• Maintain each consumer’s HIPAA rights, and other protections of confidentiality and privacy.
• Maintain records and files.
• Organize, compose, and produce letters, memoranda, reports, and other documents, ensuring grammar, spelling, and punctuation are correct.
• Compose some routine correspondence. Generate and submit necessary reports.
• Maintain appropriate boundaries that avoid creating dual relationships.
• Replace toner and paper in equipment. Copy/scan/fax information as required.
• Sort and distribute incoming mail and prepare outgoing mail.
• Arrange transportation authorizations and the transportation for dependent clients.
• Attend meetings as assigned.
• Accurately schedule consumer appointments with psychiatrists, nurses and other clinical staff. Input and extract data from the appointment scheduling system. Check-in consumers at each visit. Verify demographic and insurance information and collect co-pays. Understand insurance and accounts receivable information to maintain minimal consumer balances.
• If applicable to your site, read, understand, and excel in procedures for maintaining consistent standards of the paper and electronic medical record (EMR), which is outlined in the HISM manual and in the monthly eCET updates.
• Ensure prompt, accurate, and efficient handling of documents for filing and scanning: items such as consumer identification, medical record number, team number, and general status of treatment. Make sure consumer records are accurate and complete.
• Complete requests for information from both clinical and administrative staff.
• Follow organizational and departmental procedures, rules and guidelines. Execute all benchmarks and deliverables assigned.
• Perform a variety of administrative duties to ensure smooth running of the clinic.
• Maintain a trauma informed environment of wellbeing.
• Perform other duties as assigned.

Required Qualifications

• High School Diploma or equivalent
• Minimum of two years: Administrative Assistant, Customer Service, or Receptionist experience, plus The ability to type 60 wpm are required.
• Work experience at a health clinic or mental health organization preferred.
• Bachelor's degree plus a minimum of 2 years working in mental health and the ability to type 60 wpm required.

Work Location

2929 W 10th Ave, Denver

Shift/Hours

100% onsite, Full Time Monday - Friday 8am – 5pm.

Typical Physical and Mental Demands

• Sit, stand, bend and reach, operate standard office equipment such as phone, computer, facsimile, copier/printer/scanner, and other business machines.
• Occasional lifting up to 50 lbs.
• Mostly office based.
• May require occasional evening or weekends.

Typical Working Conditions

• In-office 100% Monday - Friday 8am - 5pm.
• This position will only be responsible for the 1st floor of the building.