Administrative Assistant (Philadelphia)

Administrative Assistant

The Administrative Assistant is primarily responsible for all administrative support for evening services (Social Competency Program, STEP, Outpatient Therapy Clinic, Evaluation Services) Monday-Thursday (10 : 30am-7pm) and Saturdays 9 : 30am-2 : 30pm. The Administrative Assistant reports to the Administrative Intake Manager.

Essential Duties & Responsibilities :

• Provide front desk coverage from 10 : 30-7 : 00 Monday through Thursday and 9 : 30-2 : 30 on Saturdays.
• Interact professionally and proactively with clients, visitors, and staff.
• Check in clients and obtain any paperwork needed and ensure EHR records are up to date.
• Maintain / manage transportation information and updates for STEP / SC clients.
• Answer and direct incoming calls / faxes to the appropriate party promptly and efficiently and handle all correspondences for evening / weekend services.
• Responsible for registering checks and handling cash at the front desk.
• Responsible for sending outreach letters to clients.
• File, copy, scan and perform other administrative documentation as needed.
• Maintain client attendance records / completion of billing sheet that records bus times.
• Maintain and document contact regarding appointment no show log.
• Manage, sort, and distributes mail, packages, correspondence, and electronic communications for staff.
• Additional duties as assigned by Administrative Manager.
• Actively looks for ways to support the staff with various administrative or project related tasks.
• Ensure scheduling on Credible is up to date.
• Handle requests for scheduling / rescheduling needs onsite, including no shows and cancellations.
• Check inventory and maintain reception area and storage spaces to meet appearance standards.

Communication :

Professionalism :

Teamwork :

Problem Solving :

Integrity :

Caring and Empathy :

Cultural Competency :

Education & Experience :

PHMC is an Equal Opportunity and E-Verify Employer.