Administrative Assistant

*DO NOT APPLY FOR THIS JOB IF YOU ARE NOT PROFICIENT IN EXCEL AND MICROSOFT OFFICE. THIS IS A MUST SKILL TO DO THIS JOB*

Full Job Description

Caring Hands Behavioral health Center is an Outpatient Mental Health Clinic with PRP services. We are looking for an Administrative Assistant/Office Manager to join our team. Our starting salary will range based on experience. Our is office located in Baltimore City.

Position Summary:

The Administrative Assistant of the OMHC is responsible for providing administrative support to ensure efficient operation of the office. Supports directors, managers and staff through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures.

Position Responsibilities:

- Use persons-centered, customer service oriented, concierge services for the OMHC

- Handle sensitive information in a confidential, respectful manner

- Ability to work in a multi-disciplinary team

- Provides all administrative duties included but not limited to printing, copying, mailings, faxing, filing, phones, email, responding to requests, support to clients, ordering supplies, and other duties as assigned.

- Organize and schedule meetings and keep accurate record of meeting minutes

- Produce and distribute correspondence memos, letters, faxes and forms

- Assist in the preparation of regularly scheduled reports

- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

- Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies

- Contribute to team effort by accomplishing related results as needed

- Write letters and emails on behalf of other office staff

- Maintain computer and manual filing systems

- Develop and coordinate office procedures and resolve administrative problems

The Office Manager will:

- Be responsible for opening and closing the clinic each day

- Serve as the first point of contact to welcome clients and staff to the clinic

- Conduct intake interviews and collect new client information for treatment referrals

- Ensure effective telephone and mail communications both internally and externally, responding to intake and other requests from current and potential client families and staff

- Ensure clinic is clean, safe, and presentable at all times

- Maintain client and office files

- Generate general correspondence for staff and client families

- Provide administrative support to the Chief Executive Officer and Clinical Director

- Schedule staff for client treatment sessions

- Serve as liaison to all outside vendors

- Perform or facilitate maintenance of office equipment, including cleaning, maintenance, and repairs

- Maintain inventory of office supplies, and order additional supplies as needed

- Maintain client and staff attendance records

- Submit billing for weekly client sessions

- Conduct benefit checks for potential clients

- Other duties as assigned

Requirements:

Education, training & experience:

- High school diploma or equivalent required; Associates degree in office administration or related field preferred.

- 2+ years experience as an Office Manager or Administrative Assistant required, healthcare environment preferred

Knowledge of:

- Extensive knowledge of office management procedures

- Technology, including software applications in word processing and spreadsheets (MSWord, PowerPoint and Excel)

Ability to:

- Communicate effectively in both oral and written form

- Perform general clerical duties including maintaining accurate client records and preparing clear and concise records

- Use a computer and behavioral software to prepare documents and maintain client records

- Follow guidance from senior-level staff to enhance own professional development

- Work with a diverse team of professionals and clients in a respectful manner

- Handle sensitive and confidential situations

- Juggle multiple competing tasks and demands

- Work independently

- Work effectively and collaboratively within a team

Skills:

- Excellent organizational skills

- Excellent customer service skills

- Demonstrated poise, tact and diplomacy

- High level interpersonal skills in order to interact effectively with clients, families, and staff

- Strong attention to detail

- Effective time management skills

Other requirements:

- Understanding and appreciation for children with special learning needs

- Track record of reliability and punctuality

- Successful completion of fingerprinting and criminal history background check

- Satisfactory reference checks

- Must pass tuberculosis test

Qualifications:

- Demonstrated ability to work within diverse settings and populations

- Knowledge of office management systems and procedures

- Excellent time management skills and ability to multi-task and prioritize work

- Attention to detail and problem-solving skills

- Excellent written and verbal communication skills

- Strong organizational and planning skills

- Proficient in MS Office, Power point and Excel

- Experience in the field or in a related area. OMHC experience preferred.

- High school diploma or equivalent; college degree preferred

Job Type: Full-time

Pay: $17-$19/hr

Schedule:

- Varies

- Monday to Friday

Work Location:

- One location

Work Remotely:

- No

*DO NOT APPLY FOR THIS JOB IF YOU ARE NOT PROFICIENT IN EXCEL AND MICROSOFT OFFICE. THIS IS A MUST SKILL TO DO THIS JOB*