- Maintain the company's front desk reception area, including, but not limited to, welcoming all guests in a professional manner, answering the telephone and directing calls to the appropriate staff member, maintaining guest confidentiality forms; and maintaining conference room schedules;
- Operate office equipment such as fax machine, copier, and multiline phone system;
- Operate electronic postage machine; ensure proper postage and delivery of outgoing mail. Order postage and supplies for postage machine. Receive incoming mail; sort and distribute to appropriate programs/departments;
- Assist with preparation of certified mail and UPS overnight packages. Maintain and match UPS slips with bills;
- Monitor the use of equipment and supplies for all locations. Ensure that common areas in the office are equipped with the necessary office supplies;
- Monitor inventory, ordering office supplies when needed and keeping the kitchen stocked and tidy;
- Report minor building issues to maintenance for resolution;
- Prepare various correspondence and forms as needed;
- Order food and beverages for onsite meetings; assist with set-up and take down when needed;
- Prepare bulk mailings; print envelopes, stuff letters and gift cards, brochures etc as needed;
- Run reports for various departments as needed;
- Maintain employee telephone list;
- Maintain confidentiality of all client protected health information and adheres to all HIPPA related to policies and procedures;
- Perform other tasks/responsibilities as requested to support the business operations.
- Demonstrate ethical behavior and cultural sensitivity in all activities involving individuals of diverse backgrounds.
- High School Diploma or GED required;
- Certificate in Secretarial Studies or Associates Degree in general business preferred;
- 2 – 3 years demonstrated experience in an office setting managing reception area;
- Attend annual Conflict of Interest training.
- Demonstrated knowledge of clerical and administrative procedures;
- Experience with multi-line phone system;
- Ability to communicate with internal staff and external guests in a professional manner;
- Must possess "can-do" attitude, positive demeanor and welcoming personality;
- Strong written and verbal communication skills required;
- Excellent interpersonal skills and demonstrated ability to provide optimum customer service;
- Must be flexible and possess cultural awareness;
- Must possess strong organizational skills and attention to detail;
- Proven ability to handle multiple tasks and meet deadlines;
- Excellent computer skills with demonstrated proficiency in Microsoft Office Package (MS Word, Excel, Outlook) and the internet.
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Office Administrative Assistant - Middletown, United States - Advanced Behavioral Health
Description
POSITION SUMMARY:
The Office Administrative Assistant welcomes and directs guests and callers to the appropriate staff member in a professional and efficient manner while adhering to company protocols and values. The Office Administrative Assistant performs various clerical and administrative functions which support the office/reception area. This position will represent ABH and its services in a positive and professional manner and adhere to ABH's best practices, guidelines, policies and procedures as established, promoting ABH as a leader in behavioral healthcare in all interactions and work.
DUTIES AND RESPONSIBILITIES:
EDUCATION AND EXPERIENCE REQUIREMENTS:
KNOWLEDGE/SKILLS/ABILITIES:
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