JOB TITLE: Administrative Assistant
REPORTS TO: Office Manager
FTE: 1.0 FTE (37.5 hour work week)
Position Description: Busy front office with primary responsibilities of high-volume phone screening, in-person customer greeting and assistance and data entry. Additional tasks include tracking/documenting caller information and inquiry requests, preparation of appointment calendars, data entry for various agency programs, assistance with conference and other event planning, and other tasks as assigned.
Responsibilities will include, but may not be limited to:
*Respond to and manage multi-line phone system. Daily incoming call volume of one hundred or more calls requires reception staff to be knowledgeable of all grant programs, the Network and community services
*Complete required client screening for determination of program eligibility and appointment scheduling
*Conduct call-backs as necessary to assist with meeting coordination, appointment scheduling, program registrations and more, as appropriate.
*Track, as appropriate, incoming calls and requests for information, supplies or services
*Assist with maintenance of call log-in database and provide monthly reports to various program managers
*Greet clients, agency representatives and others visiting M&BPN offices. Assess purpose of visit and direct accordingly.
*Assist, as directed, with preparation of staff appointment calendars, monthly updates and disseminate electronically to partner agencies
*Maintain client no-show (overall and by site) record-keeping
*Prepare agency and program correspondence as requested
*Prepare and disseminate meeting materials and announcements
*Prepare bulk mail projects
*General filing for agency and specific programs as needed
-Data entry and research assistance
*Input all client information in electronic health record system
*Complete data entry for various programs as assigned.
Areas of Expertise:
*Strong customer service skills – friendly, compassionate, engaging, yet professional; ability to interact with all personality types
*Strong organizational and communication skills
*Ability to work both independently and as part of 2-person team
*Knowledge and experience with information systems programs and operations
*Education: Associate degree in secretarial, office management or medical office with at least 2 years experience. High school education with 3-5 years relevant experience will be considered.
*Ability to complete work with possible distraction of young children or infants present
*Ability to work with individuals of various race and ethnicity and possible language barriers
*Computer proficiency – word, databases and excel.
*Ability to work independently and responsibility.
*Experience and ability to work with members of the community (both professional and consumer).
*Knowledge of the organization and delivery of health and education services.
*Flexibility/Ability to cover for full-time staff member when needed.
THE POSITION OF ADMINISTRATIVE ASSISTANT IS A FULL-TIME, NON-EXEMPT POSITION, AND IS THEREFORE, SUBJECT TO THE PROVISIONS OF THE FAIR LABOR STANDARDS ACT.