Administrative Assistant

Administrative Assistant

Under the supervision of the Program Director, the Administrative Assistant supports the Comprehensive Case Management team by providing wide-ranging administrative tasks such as client, visitor and phone reception, data entry, file management and other office duties.

The Administrative Assistant will :

• Greet, welcome, and announce visitors. Notify staff members when their appointments have arrived. Ensure clients and visitors are accompanied by staff when entering the office areas. Monitor waiting room area and client traffic.
• Answer a multi-line phone system and properly route incoming calls in a professional, courteous, and helpful manner.
• Timely and accurate data entry of HIPPA protected client documentation into county electronic health record database.
• Triage client calls and forward to appropriate staff.
• Maintain master calendar of client appointments for medical staff.
• Maintain master calendar of conference and therapy rooms
• Maintain the master calendar of vehicles and assist with the distribution of vehicle keys, placards, and gas cards as needed. Support vehicle upkeep by helping ensure they remain clean, well-maintained, and properly supplied.
• Lead morning wellness meeting and update Wellness Database as needed
• Ensure that office equipment (e.g., copier, fax machine) is properly stocked, maintained and clear of PHI daily.
• Work collaboratively with a team of administrative staff, supporting the efforts and needs of other departments, providing assistance in a team-oriented approach.
• Maintain the appearance, upkeep and general organization of the departments, kitchen, and conference room.
• Perform general office duties such as typing, flow of correspondence, filing, requisition of supplies, faxing, etc. Receive, respond, and initiate electronic mail; take, maintain and distribute meeting minutes.
• Participate in planning, preparing for and organizing special events.
• Participate in and / or complete training as assigned.
• Drive own or agency vehicle to meetings and other venues, as required; documenting and reporting mileage according to agency procedures, so that services can be provided in a timely manner; comply with agency vehicle policy at all times.
• Participate in promoting a safe, healthy and clean working environment at all times.
• Complete and submit accurate time sheets and absence reports to program management in a timely manner.
• Actively nurture and advance the cooperative, harmonious and teamwork-oriented environment Caminar strives to promote within the workplace; Through daily efforts and presentation promote an atmosphere of dignity and respect in line with the organization's mission, philosophy, policies and procedures.
• Perform other related duties, responsibilities and special projects as assigned.

Qualifications & Skills :

Position Requirements :

Essential Requirements :

We've Got You Covered :