Wellness Office Assistant

The Wellness Office Assistant provides administrative and clerical support to the Wellness division at The Arc of Central Alabama, helping nursing and clinical staff operate efficiently so they can focus on direct care for people served. This role manages front-office tasks, files and organizes health-related paperwork, schedules appointments, and communicates with staff, families, and visitors.

Responsibilities

• Greet and assist visitors, staff, and families in the Wellness office in a professional, welcoming manner.
• Answer and route phone calls and messages for nursing and clinical staff.
• File, organize, and maintain health-related paperwork and records in accordance with confidentiality standards.
• Assist with scheduling internal meetings, appointments, and training sessions for Wellness staff.
• Prepare and distribute routine correspondence, forms, and documentation as directed by Wellness leadership.
• Order and track office and clinical supplies for the Wellness division.
• Support data entry and basic recordkeeping in office and health information systems.
• Assist Health Service Coordinators and nursing staff with administrative tasks related to appointment coordination.
• Maintain a clean, organized, and welcoming Wellness office environment.
• Support other administrative tasks as assigned by the Wellness Office Nurse Coordinator.
• Ensure administrative processes run smoothly, indirectly benefiting people served.
• Interact respectfully and patiently with people served, families, and guardians who visit or contact the Wellness office.
• Maintain confidentiality and dignity when handling health-related paperwork and communications.
• Support timely scheduling and communication that helps people served access health services without delay.
• Reinforce a welcoming, person-centered tone in all front-office interactions.

Requirements

• High school diploma or GED.
• Minimum of six (6) months of experience in an administrative, clerical, or office support role.
• Must pass a statewide/criminal background check confirming no convictions for any crime of violence, abuse, neglect, exploitation, or any felony offense.
• Must pass a pre-employment drug screen and TB testing as required.
• Proficiency with basic office software (word processing, spreadsheets, email) and phone systems.
• Strong organizational and communication skills.

Preferred Qualifications

• Experience in a medical office, clinic, or healthcare administrative setting.
• Familiarity with confidentiality requirements for health information (HIPAA).
• Experience with electronic health records or scheduling software.
• Prior experience in a nonprofit or human services environment.

Skills

• Knowledge of basic office administration and clerical procedures.
• Knowledge of confidentiality standards for health-related information.
• Skill in customer service and professional communication.
• Skill in organization, filing, and data entry accuracy.
• Ability to manage multiple administrative tasks and interruptions.
• Ability to work collaboratively with nursing and clinical staff.
• Ability to maintain a welcoming, respectful office environment.
• Strong organizational skills and attention to detail.
• Ability to multitask in a fast-paced healthcare environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with electronic health record systems.
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively.

Physical & Essential Functions

• Primarily sedentary office work involving extended computer, phone, and desk use.
• Occasional lifting of files or supplies up to 15 lbs (25 lbs occasionally).
• Manual dexterity for data entry and filing.
• Visual and auditory acuity for office communication and documentation tasks.

Work Environment

• Administrative office setting within the Wellness division.
• Regular interaction with staff, visitors, and families by phone and in person.
• Standard business hours with occasional flexibility for office coverage needs.
• Fast-paced, detail-oriented front-office environment.
• Prolonged periods sitting at a desk and working on a computer.
• Frequent use of office equipment including phone, fax, printer, and scanner.