Administrative Assistant

Administrative Assistant/Office Manager

Caring Hands Behavioral Health Center is an Outpatient Mental Health Clinic with PRP services. We are looking for an Administrative Assistant/Office Manager to join our team. Our starting salary will range based on experience. Our office is located in Baltimore City.

The Administrative Assistant of the OMHC is responsible for providing administrative support to ensure efficient operation of the office. Supports directors, managers and staff through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures.

• Use persons-centered, customer service oriented, concierge services for the OMHC
• Handle sensitive information in a confidential, respectful manner
• Ability to work in a multi-disciplinary team
• Provides all administrative duties included but not limited to printing, copying, mailings, faxing, filing, phones, email, responding to requests, support to clients, ordering supplies, and other duties as assigned.
• Organize and schedule meetings and keep accurate record of meeting minutes
• Produce and distribute correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Contribute to team effort by accomplishing related results as needed
• Write letters and emails on behalf of other office staff
• Maintain computer and manual filing systems
• Develop and coordinate office procedures and resolve administrative problems

• Be responsible for opening and closing the clinic each day
• Serve as the first point of contact to welcome clients and staff to the clinic
• Conduct intake interviews and collect new client information for treatment referrals
• Ensure effective telephone and mail communications both internally and externally, responding to intake and other requests from current and potential client families and staff
• Ensure clinic is clean, safe, and presentable at all times
• Maintain client and office files
• Generate general correspondence for staff and client families
• Provide administrative support to the Chief Executive Officer and Clinical Director
• Schedule staff for client treatment sessions
• Serve as liaison to all outside vendors
• Perform or facilitate maintenance of office equipment, including cleaning, maintenance, and repairs
• Maintain inventory of office supplies, and order additional supplies as needed
• Maintain client and staff attendance records
• Submit billing for weekly client sessions
• Conduct benefit checks for potential clients
• Other duties as assigned

Education, training & experience:

• High school diploma or equivalent required;
  Associates degree in office administration or related field preferred.
• 2+ years experience as an Office Manager or Administrative Assistant required, healthcare environment preferred

• Extensive knowledge of office management procedures
• Technology, including software applications in word processing and spreadsheets (MSWord, PowerPoint and Excel)

• Communicate effectively in both oral and written form
• Perform general clerical duties including maintaining accurate client records and preparing clear and concise records
• Use a computer and behavioral software to prepare documents and maintain client records
• Follow guidance from senior-level staff to enhance own professional development
• Work with a diverse team of professionals and clients in a respectful manner
• Handle sensitive and confidential situations
• Juggle multiple competing tasks and demands
• Work independently
• Work effectively and collaboratively within a team

• Excellent organizational skills
• Excellent customer service skills
• Demonstrated poise, tact and diplomacy
• High level interpersonal skills in order to interact effectively with clients, families, and staff
• Strong attention to detail
• Effective time management skills

• Understanding and appreciation for children with special learning needs
• Track record of reliability and punctuality
• Successful completion of fingerprinting and criminal history background check
• Satisfactory reference checks
• Must pass tuberculosis test

• Demonstrated ability to work within diverse settings and populations
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office, Power point and Excel
• Experience in the field or in a related…