OVERVIEW:
The Office Assistant duties and responsibilities include providing support to ensure efficient operation of the Front desk and Reception area. The individual will be a proficient multi-tasker with excellent communication skills and a welcoming and engaging demeanor, being a helpful and positive presence in the workplace. The Office Assistant will support program directors and employees through a variety of tasks related to organization and communication. The individual will be familiar with the agency’s practices and procedures, and will be responsible for some confidential and time sensitive material. The Office Assistant must be comfortable with computers, general office tasks and excel at both verbal and written communication. The Office Assistant will be responsible for the daily operations at the Front desk and provide oversight and support to any volunteers/interns working at the Front desk. The Office Assistant will rely on experience and judgement to plan and accomplish goals, and should have a genuine desire to meet the needs of others.
QUALIFICATIONS:
- Associates degree, or college-level academic work inBusinessor a related field strongly preferred; or High School Diploma/GEDwith relevant experience
- Experience in a professional office setting
- Must be dependable, organized and flexible
- Effective communication skills
- Ability to remain patient and calm, using discretion and good judgement, in stressful situations that may occur
- Ability to interact professionally and effectively with staff and clients
- Proficiency in MS Office, with expertise in MicrosoftWord, PowerPoint, Outlook, Excel, Power Point and the Internet
- Experience/general understanding of documentation procedures including use of an electronic health record
- Knowledge of community agencies and resources
- Ability to abide by the NYPSCB Code of Ethical Conduct
- Must submit to a criminal background check with results that are acceptable to the NYS Justice Center
- Must have a valid NYS driver’s license and a driving record acceptable to MHAST insurance carrier
- Must not be on the NYS Medicaid Exclusion List
- Demonstrates a commitment to the Mental Health Association of the Southern Tier’s mission and vision
RESPONSIBILITIES:
- Responsible for the opening and closing of the agency on a daily basis
- Greet and assist people entering the agency
- Check clients in for services via the electronic health record
- Answer and direct phone calls to the appropriate staff/program
- Provide information by answering questions and requests and providing general support to visitors
- Maintain polite and professional communication via phone, emails and mail
- Receive, sort, and distribute incoming mail
- Carry out office duties such as filing, typing, copying, faxing and scanning
- Handle sensitive information in a confidential manner as to not violate HIPAA
- Coordinate scheduling of meeting rooms and agency vehicles in the company calendar
- Oversee library operations, including organizing books, and monitoring circulation and inventory
- Compile and enter group, workshop and training information on excel spreadsheets for peers utilizing the Sunrise Wellness Center
- Assist with the Sunrise Wellness Center quarterly and annual reports
- Prepare registration and attendance sheets for groups and workshops in the Sunrise Wellness Center
- Assemble monthly Sunrise Wellness Center newsletters for mailing
- Responsible for updating weekly employee sign in sheets
- Develop signage and bulletins for upcoming events
- Provide clerical support to staff as needed
- Track/monitor personal needs inventory
- Train and provide oversight to volunteers and interns working at the front desk
- Maintain a current list of community resources and update with any changes
- Attend weekly and monthly staff meetings and other required trainings
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time
Reports to: Director of Peer Support Services
Hours: Full Time (35 hrs week)
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