Administrative Support Specialist - Reception & Clerical

Job Summary:

The Administrative Assistant plays a vital role within our mental health services agency and serves as the first point of contact at our front desk, ensuring a welcoming and efficient environment for our clients and staff. The Administrative Assistant will be responsible for managing a range of clerical tasks, supporting our health services, and maintaining a professional front office atmosphere contributing to the smooth operation of our organization while making a positive and meaningful impact on the lives of those we serve.

Key responsibilities include greeting and assisting clients, handling incoming calls with professionalism, managing appointments, and providing general administrative support to our team. The role demands a high level of organizational skills, as the successful candidate will also handle document preparation, filing, and data entry, ensuring accuracy and confidentiality in all tasks.

Working in concert with the Associate Director of Medical & Administrative Support Services, the Administrative Assistant I, will adopt a continuous improvement strategy to ensure excellence in all aspects of service delivery. Leading by example, this role embodies HeartLand’s core ethos of "Doing Whatever It Takes" for each other and those we serve.

Minimum Qualifications:

Prior experience in an administrative or front desk role is preferred.

Strong organizational and communication skills, ability to multitask and handle a fast-paced environment.

Familiarity with office equipment and software, including email and electronic healthrecords (EHR) applications, specifically SmartCare.

Accuracy in handling documents and records.

Ability to handle sensitive information confidentially.

Ability to respond to unexpected tasks as needed.

Adjusting schedules to reflect cancellations and/or transfers from clinicians that use PSLand/or Vacation.

Familiarity with emergency procedures and alarm systems.

Typical Duties:

Greeting clients, notifying clinicians of client arrival.

Flexibility to move between clinics as needed for coverage in case of absence ofadministrative staff at other locations.

Answering phone calls by the 2nd ring, taking messages, and managing voicemails.

Quality control of clinical intake packets and any other clinical documents includinggathering missing information and any necessary follow up for processing.

Ability to process specific tasks and duties based on predetermined deadlines set by theagency.

• Processing medical record requests timely as requested.
• Ability to review discharge paperwork daily and process within 24 hours.
• Must be able to reprioritize daily tasks and have effective time management skills.
• Opening/Closing/Transferring of charts in SmartCare in a timely matter as determined by the agency.
• Handling incoming and outgoing faxes, including sending confirmation emails to clinicians.
• Responsible for scanning, ensuring accuracy of scans in SmartCare, and managing form copies as needed.
• Filing documents and maintaining an organized system, including updating names on bins, mail room, and office walls.
• Distributing mail as required.
• Keeping an inventory of office supplies and sending weekly lists of needed or low supplies.
• Ensuring the front desk area is well-maintained.
• Handling office opening procedures, including updating email addresses, and overseeing end-of-day closure, including security measures.
• Overtime: This role requires flexibility in work hours to accommodate the needs of the organization. Occasional overtime may be necessary to support special projects or during periods of increased workload. These instances will be communicated as early as possible and compensated in accordance with company policy, state, and federal regulations.
• Other duties as assigned.

Education/Certificates:

• High School diploma or GED.

Screening Requirement and Employment Conditions:

• Valid California Driver’s License
• Must successfully complete Tuberculosis (TB) testing to ensure compliance with health and safety regulations with clinic partners.
• Applicants are required to successfully complete a Live Scan background check as a condition of employment. This involves fingerprinting for the purpose of accessing criminal history records from the California Department of Justice and the Federal Bureau of Investigation to ensure the safety and wellbeing of our clients. The Live Scan process must be completed, and results returned as clear before any employment offer is finalized.
• Must be able to provide proof of the highest level of education/transcripts with a minimum of high school equivalency.

Physical Requirements:

• Sitting
• Standing and walking
• Keyboarding requires manual dexterity.
• Viewing computer monitor requiring close vision
• Using a telephone; talking and listening
• May bend or stoop to retrieve file folders occasionally.
• Occasionally, may lift, bend, kneel, twist, or move objects.
• Travel may be required to other clinic locations.

Work Environment:

This position is primarily situated in an office setting, where interaction with both the public and internal team members is frequent. The role requires the use of standard office equipment, encompassing computers, software applications, phones, printers, and other related technology. The environment is structured for collaborative and client-facing work, offering a blend of internal coordination and external engagement.

Job Type: Full-time

Pay: $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person