Full Time Administrative Assistant

Peace and Harmony House: Administrative Assistant Job Description

Job Overview:

Peace and Harmony House, a renowned Drug and Alcohol Treatment Facility, is seeking a detail-oriented and organized Administrative Assistant to provide essential support to the administrative functions of our facility. The Administrative Assistant will play a key role in ensuring the smooth operation of day-to-day activities and contributing to the overall efficiency of the organization.

Responsibilities:

Front Desk:

· Greet and assist visitors, clients, and staff in a friendly and professional manner.

· Collect co-pays via cash, checks or credit cards.

· Add/Update client demographic and information.

· Manage incoming calls, direct them to the appropriate personnel, and take messages as needed.

· Scheduling and Calendar Management:

o Coordinate and schedule appointments, meetings, and events for facility staff.

o Maintain and update calendars to ensure accuracy and avoid scheduling conflicts.

o Print daily schedules.

o Schedule/reschedule appointments with the appropriate provider.

· Record Keeping and Documentation:

o Assist in maintaining organized and up-to-date client and administrative records.

o Prepare and process necessary paperwork and documentation efficiently.

o Prepare and process any Urine Drug screens submitted by clients into the AEGIS system.

Data Entry:

· Input data accurately into electronic systems, databases, and spreadsheets.

· Ensure data integrity and troubleshoot discrepancies when necessary.

· Office Supplies and Inventory Management:

o Monitor and replenish office supplies as needed.

o Keep track of inventory and assist in ordering supplies.

· Assistance to Management:

o Provide administrative support to management, including drafting emails, preparing reports, and organizing documents.

o Assist in coordinating special projects and events.

Communication Liaison:

· Facilitate communication between staff members, departments, and external contacts.

· Distribute internal and external communications as directed.

· Make reminder calls to all clients on the schedule to confirm appts for next day.

· Send End Of Shift email to all staff and management.

· Scan outpatient therapy documents daily.

· Prepare mail and document correspondence sent out to clients.

· Performed other duties as assigned by Supervisor.

· Client / Visitor Coordination:

o Coordinate visitor access and ensure a welcoming environment for clients, families, and guests.

o Manage the sign-in and sign-out process for clients.

Qualifications:

· High school diploma or equivalent; additional qualifications in office administration or a related field are a plus.

· Proven experience as an administrative assistant or in a similar role.

· Proficient in Microsoft Office Suite and other office management software.

Skills:

· Strong organizational and multitasking abilities.

· Excellent communication and interpersonal skills.

· Attention to detail and accuracy in data entry.

· Ability to maintain confidentiality and handle sensitive information.

· Maturity and sensitivity to the special needs of Peace and Harmony House clients while possessing the knowledge of substance abuse and medical conditions.

· Must be service oriented with good customer service skills.

· Ability to utilize and navigate Microsoft office software, and insurance verification websites.

· Must possess the ability to maintain client confidentiality.

Work Schedule: Reading Office

Monday through Wednesday: 7:45am-4:15pm

Thursday 11:30am-8:00pm

Every other Friday 7:45am-4:15pm

Time Flexibility (required) / able to cover various shifts when necessary.

Benefits:
- Competitive salary based on experience
- Opportunities for professional growth and development
- Positive work environment with a supportive team

If you possess excellent organizational skills, strong attention to detail, and enjoy working in a fast-paced environment, we encourage you to apply for this rewarding Receptionist/Administrative Assistant position.

Job Type: Part-time

Pay: $15.00 - $17.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

People with a criminal record are encouraged to apply

Work Location: In person