Administrative Assistant - MH

POSITION OVERVIEW The Administrative Assistant is responsible for supporting the daily administrative responsibilities of the front desk, waiting room, and assigned Sunbeam location This position will provide outstanding customer service while creating a warm, caring, organized and highly responsive environment. The Administrative Assistant is responsible for answering and directing phone calls, mail, scheduling and verifying appointments, receiving payments, processing billable services, client intake support, and other administrative duties as directed.

Some duties may be specific to Administrative Assistants assigned to specific Sunbeam locations.

All employees and volunteers are expected to be sensitive to our client’s cultural and socioeconomic characteristics, reflect sunbeam family services core values and to perform as Sunbeam’s standards of excellence at all times.

ESSENTIAL FUNCTIONSDemonstrate capacity for providing developmentally sensitive, hope centered, trauma informed relationship-focused evidence-based/informed services and supports.

Assist visitors by greeting, welcoming, and directing them appropriately.

Direct and inform visitors and calls by maintaining and having basic knowledge of employee, program, and department directories.

Maintain clear communication with staff and clients with a consistent positive demeanor and attitude.

Respect the confidential and sensitive nature of the information handled/processed/shared.

Notify appropriate agency personnel of visitor arrival.

Answer, screen and forward incoming phone calls.

Provide basic and accurate information in-person and via phone/email.

Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).Ensure reception, waiting room, and Community Hope Center areas are tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures), including routine sanitization.

Receive, sort, and distribute daily mail/deliveries.

Order front office supplies and keep inventory of stock.

Support continuity among work teams and programs by documenting and communicating actions, irregularities, and continuing needs utilizing spreadsheets, checklists, and other electronic means of communication and data tracking.

JOB QUALIFICATIONS Minimally Required Preferred Education High  school diploma or GED Associate’s Degree or continuing education credits in related field

Experience

Six (6) months reception or customer service experience

Skills Knowledge Abilities Caring  and compassionate attitude when interacting with and caring for children and families.

Accepting interpersonal approach that reflects cultural sensitivity to the unique and diverse experiences of families served.

Excellent command of English language and grammar, both verbal and written.

Willingness to work with high-risk, low- income communities.

Must exercise good judgment.

Able to appropriately respond to stressful situations.

Excellent customer service with both verbal and written communication skills.

Able to effectively and respectfully communicate in a manner that consistently demonstrates respect and concern.

Intermediate knowledge of computer operations and applications and the ability to master other computer technology/software programs, as needed.

Process, protect and exercise discretion in handling confidential information and materials.

Excellent customer services skills and ability to find resources

Excellent problem solving, time management, and organizational skills.

Able to work as a cooperative and supportive interdisciplinary team member

Sustained concentration to detail and accuracy, along with the ability to prioritize workload.

Bilingual staff must have the ability to…