Office Administrator

About the role

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. Located in Wilson, North Carolina, the position reports to the Clinical Manager, does not supervise any staff, and is based in person.

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.

Requirements