Administrative Assistant - Community Services

Job Description

Starting Salary: $19 per hour

The Village was one of the first agencies in the country to provide homes for neglected children. Today, we continue to achieve our mission to build a community of strong, healthy families who protect and nurture children by providing a full range of behavioral health, early childhood and youth development, substance use treatment and support services for children, adults and families in the Greater Hartford, Connecticut region.

Named a Connecticut Top Workplace for six consecutive years with national distinction for workplace culture and diversity, equity and inclusion practices, you can be sure you're joining an organization that's just as committed to your success as we are to those we serve.

Provides general administrative support and customer service to applicable organization programs. Understands and ensures confidentiality and timeliness is provided for requests. Supports managers and employees in a variety of tasks. Communicates efficiently and effectively, to ensure the proper delivery and transfer of information. Supports quality assurance. Assists multiple programs within Community Services. Reports to the Assistant Vice President of Community Services.

• Greets clients and visitors in a professional and courteous manner, as well as notifies appropriate staff of visitor arrival and provides assistance and directions, as needed.
• Answers calls for programs assigned and provides reminder calls before appointments.
• Receives and processes referrals, facilitates scheduling and sets up translation services, if needed.
• Completes intake and admissions process, coordinates new admission paperwork for clients, verifies and records necessary personal information, handles check-in/check-out process for clients and schedules client assessments and appointments.
• Interacts with clients to provide and process information in response to inquiries and concerns including requests for additional information related to agency programs and services.
• Disseminates and distributes agency faxes and other forms of communication.
• Monitors reception/waiting area to ensure cleanliness and client safety.
• Provides information to service providers.
• Maintains communication with Records Department regarding medical records.
• Handles monthly data entry for program evaluation and quality assurance.
• Creates assessment packets and other materials.
• Completes ordering of program supplies.
• Provides administrative support and back-up for other agency departments and sites.
• Performs other tasks or special projects as assigned.
• The administrative assistant is required to attend program training to ensure competency and accuracy in scheduling documentation, interpretation and logistics.

• High school diploma or equivalent required.

• A minimum of two to three years of customer service experience. Excellent telephone and verbal communication skills. Sound knowledge of office/telephone etiquette and customer service principles and practices.
• Bilingual (English/Spanish) preferred.
• Sound judgment and ability to adapt to change and meet demands of the work environment.
• Proficient in the Microsoft suite (Outlook, Word, Excel).
• Familiarity with an EHR (Electronic Health Record), experience with other client-based applications is a plus.
• Must be detail oriented with ability to multi-task and complete large volume of work. Accurate typing skills and ability to create grammatically correct written correspondence if needed.
• Must be able to work in a team environment. Must be culturally competent to work with diverse populations and interact with others.
• General office skills including filing, organizing, and scheduling.
• Maintain confidentiality of information. Knowledge of federal HIPPA laws.
• Must be punctual and flexible.
• Must be able to travel between Village and other sites.
• Physically able to perform the essential functions of the position, with or without reasonable accommodations.

As a Village employee, you should feel confident that your health and well-being is one of our highest priorities.

The Village offers a comprehensive flexible benefits package designed to aid in the health and well-being of our employees and their dependents.

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Keyword: administrative assistant, customer service, microsoft word