Job Information

Advanced Behavioral Health Inc Office Administrative Assistant in Middletown, Connecticut

POSITION SUMMARY: The **Office Administrative Assistant welcomes and directs guests and callers to the appropriate staff member in a professional and efficient manner while adhering to company protocols and values. The Office Administrative Assistant performs various clerical and administrative functions which support the office/reception area. This position will represent ABH and its services in a positive and professional manner and adhere to ABHs best practices, guidelines, policies and procedures as established, promoting ABH as a leader in behavioral healthcare in all interactions and work.

DUTIES AND RESPONSIBILITIES:

  • Maintain the companys front desk reception area, including, but not limited to, welcoming all guests in a professional manner, answering the telephone and directing calls to the appropriate staff member, maintaining guest confidentiality forms; and maintaining conference room schedules;
  • Operate office equipment such as fax machine, copier, and multiline phone system;
  • Operate electronic postage machine; ensure proper postage and delivery of outgoing mail. Order postage and supplies for postage machine. Re ceive incoming mail; sort and distribute to appropriate programs/departments;
  • Assist with preparation of certified mail and UPS overnight packages. Maintain and match UPS slips with bills;
  • Monitor the use of equipment and supplies for all locations. Ensure that common areas in the office are equipped with the necessary office supplies;
  • Monitor inventory, ordering office supplies when needed and keeping the kitchen stocked and tidy;
  • Report minor building issues to maintenance for resolution;
  • Prepare various correspondence and forms as needed;
  • Order food and beverages for onsite meetings; assist with set-up and take down when needed;
  • Prepare bulk mailings; print envelopes, stuff letters and gift cards, brochures etc as needed;
  • Run reports for various departments as needed;
  • Maintain employee telephone list;
  • Maintain confidentiality of all client protected health information and adheres to all HIPPA related to policies and procedures;
  • Perform other tasks/responsibilities as requested to support the business operations.
  • Demonstrate ethical behavior and cultural sensitivity in all activities involving individuals of diverse backgrounds.

EDUCATION AND EXPERIENCE REQUIREMENTS:

  • High School Diploma or GED required;
  • Certificate in Secretarial Studies or Associates Degree in general business preferred;
  • 2 - 3 years demonstrated experience in an office setting managing reception area;
  • Attend annual Conflict of Interest training.

KNOWLEDGE/SKILLS/ABILITIES:

Demonstrated knowledge of clerical and administrative procedures;

Experience with multi-line phone system;

Ability to communicate with internal staff and external guests in a professional manner;

Must possess can-do attitude, positive demeanor and welcoming personality;

Strong written and verbal communication skills required;

Excellent interpersonal skills and demonstrated ability to provide optimum customer service;

Must be flexible and possess cultural awareness;

Must possess strong organizational skills and attention to detail;

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