Front Desk Administrative Assistant

About the Role

Provides outstanding customer service by making a positive first impression for the organization. Assists Directors in maintaining high-quality service for staff, clients, and their families. Performs data entry, verifies information, and handles routine requests for client records and related information. Coordinates business functions of various departments, including personnel administration, office coordination, and specific duties as assigned by the Director(s). Public contact is a major component of the position, both internal and external to the organization.

Responsibilities

• Greets clients, families, staff, and visitors as they enter the facility.
• Enforces security and visitation policies by monitoring traffic flow and ensuring only appropriate persons enter the facility.
• Answers all incoming telephone calls in a pleasant and timely manner, screens and transfers inbound calls, and takes messages when necessary.
• Maintains student/client records, including filing documents, thinning charts quarterly, and breaking down discharged client charts.
• Adheres to HIPAA guidelines for requests for release of client information.
• Manages company credit cards by issuing, logging use, and preparing Credit Card Explanation of Charges for each transaction.
• Mails client evaluation reports to parents and primary physicians within 3 days of receipt.
• Opens, sorts, and distributes correspondence, including email, faxes, and mail.
• Logs daily cash, check, and credit card receipts and maintains special collection logs for events/fundraisers.
• Manages Outlook calendars, makes appointments, and updates attendees as needed.
• Enters all student and parent information changes into online databases.
• Ensures the front lobby is neat and orderly.
• Organizes programs, events, meetings, or conferences, including arranging facilities, caterers, and coordinating speakers.
• Provides administrative and programming support to various departments.
• Schedules and assists with emergency drills and maintains documentation paperwork.
• Assists with the enrollment process, including processing enrollment packets, meeting with parents, and verifying documents.
• Performs campus errands, including courier services.
• Works independently and within a team on special projects, including planning and coordinating presentations and companywide events.
• May perform direct care responsibilities as assigned.

Qualifications

• High School Diploma or Equivalent (Bachelor’s degree preferred).
• Minimum of one year of successful experience in a similar position preferred.

Skills

• Ability to follow routine verbal and written instructions.
• Records maintenance skills and ability to complete routine paperwork.
• Knowledge of rules and regulations regarding client records and ability to maintain confidentiality.
• Excellent data entry and record-keeping skills.
• Strong customer service and interpersonal skills.
• Ability to stay calm in stressful moments and make effective decisions.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Flexible, adaptable, and proficient in contract management.
• Computer skills including Microsoft Office, email, and accounting software.
• Self-starter with a strong sense for problem-solving.
• Ability to work with a variety of teams simultaneously and learn new systems quickly.

Competencies

• Ethics: Treats people with respect, inspires trust, demonstrates professional integrity, and upholds organizational values.
• Professionalism: Communicates tactfully, participates as a team member, responds well under pressure, and meets deadlines.
• Judgment: Displays willingness to make decisions, exhibits sound judgment, and includes appropriate people in the decision-making process.
• Planning/Organizing: Prioritizes work activities, uses time efficiently, sets goals, and organizes tasks.
• Communication: Communicates with purpose, speaks clearly, listens actively, and participates in meetings.
• Attitude: Remains positive and productive through changes, fosters working relationships, and demonstrates commitment to improvement.
• Problem Solving: Identifies and resolves problems in a timely manner, gathers and analyzes information, and works well in group problem-solving situations.

Physical Demands

While performing the duties of this job, the employee is frequently required to talk or hear, walk, sit, use hands to finger, handle, or feel, and reach with hands and arms. The employee is frequently required to stand, stoop, kneel, crouch, or crawl and must frequently lift and/or move up to 50 pounds. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The noise level in the work environment is moderate.

Travel Requirements

Minimal daily travel is required for this position; this travel should not include transporting students/clients. A valid Driver’s License, current auto liability insurance and registration, a clean driving record, and physical ability to drive to local locations are required.