full-time Office Assistant 2 to join our North Center Team!
ESSENTIAL JOB FUNCTIONS:
- Operates with independence and judgment in carrying out assigned responsibilities.
- Represents the agency by maintaining appropriate office decorum and cordial contacts with clients and other visitors.
- Assists in the development of systems and procedures for own responsibilities. Plans own work to meet scheduled deadlines.
- Composes and produces documents and reports using agency software packages.
- Using professional judgment, responds to telephone and in-person inquiries, appropriately routes calls and takes telephones messages as required.
- Depending on support staff composition, registers new program clients, gathers appropriate information in order to collect payment for services.
- Submits accurate and timely information to funders.
- Makes frequent staff and outside contacts. Gathers and disseminates information, schedules appointments, arranges meetings including all aspects of meeting preparation.
- Responsible for maintenance of files, records and reports.
- Supports direct service and administrative staff in special projects. Support staff psychiatrists, including scheduling client appointments, managing calls from pharmacies, clients, and clinicians, other agencies, etc. Liaison between clinical staff and the doctors.
- Responsible for ordering and maintaining office supplies and equipment.
- Serves as backup to other support staff as necessary
- Works effectively with diverse staff and service population.
- Works minimum of three alternate shifts a month that includes evenings and Saturday.
- May act in the absence of the Office Manager or unit supervisor.
- Compiles spreadsheets, writes business letters, compose, produce and edit documents and assist with various clerical program needs.
- 15% other duties as assigned.
- Provide Client/Customer and Front Desk Functions- Check clients in, contact clinician, collect client fees, reschedule client appointments, and produce client receipts. Post payments, have clients sign any necessary documentation at time of first appointment.
- Sort and distribute incoming faxes, mail, and packaging. Responsible for mailing to outlying sites as specified. Process outgoing mail & packages.
- Maintain Copy Room & Front Desk areas, as needed; so that it presents a professional appearance to clients, guests and staff. Keep waiting area and play area orderly, as needed. Maintain and update staff mailbox system.
- English/Spanish reminder calls.
- Conference Room scheduling; Equipment Set Up/Break Down and clean up as needed.
- Assist Site Operations manager with projects, as needed.
- Data entry in the Client Management Databases and various computer programs.
- Compiles spreadsheets, writes business letters, compose, produce and edit documents and assist with various clerical program needs.
QUALIFICATIONS:
- High school diploma or equivalent required.
- Bilingual Polish and/or Spanish preferred.
- Two years office experience including automated systems required.
- Intermediate computer, and work and time management skills.
- Competence in grammar, math, spelling, and oral and written communication.
- Effective interpersonal and problem solving skills.
- Ability to interact appropriately with clients and staff.
- Ability to work effectively with diverse individuals and groups.
Metropolitan Family Services offers a very generous benefits packet to our professionals:
- Blue Cross and Blue Shield Medical Coverage: HMO, Traditional PPO, or PPO w/ HSA contributions.
- Dental and Vision Insurance Options
- 11 paid Holidays
- Paid Time Off (PTO)
- 401K Plan
- Training and Professional Development Plan with E- Learning
- Wellness Initiative Program
- Employee Assistance Network
Send resume to virizarry02@iwe.staugustine.edu to apply
Include the title of this listing in your email