Office Administrator

Position

Office Administrator

From $15.00 per hour

Job Purpose:

The Office Administrator ensures the smooth operation of daily office activities by managing administrative tasks, maintaining records, coordinating schedules, and providing support to staff and visitors. This role plays a critical part in ensuring efficiency, organization, and a professional environment within the office.

Wilson, North Carolina

Full-time, Monday – Friday 9:00AM – 5:00PM

• Reports To:
  
  Clinical Manager
• Positions Supervised:
  None

• Manage incoming calls, route to appropriate personnel, and take accurate messages.
• Greet and assist visitors, vendors, and clients professionally.
• Handle mail distribution and internal correspondence.
• Maintain visitor logs and employee sign-in sheets.
• Assist in payroll distribution for staff and vendors.
• Oversee budgeting and ordering of office and food supplies.
• Maintain a welcoming and organized front lobby area.
• Distribute employment applications to walk-in candidates.
• Manage schedules for Therapists and Qualified Professionals (QPs), including appointment scheduling, rescheduling, and cancellations.
• Coordinate with Clinical Directors for intake and assessments.
• Track and process referrals, ensuring accurate documentation.
• Verify consumer insurance details and complete intake screenings.
• Process and input consumer information into Sharenote.
• Request and retrieve record numbers for client files.
• Prepare and assemble new client files before submission to the Medical Records Department.
• Retrieve necessary documents from Medical Records for QPs.
• Maintain and organize client documentation.
• Complete and update NCTopps reports as needed.
• Review daily attendance logs for accuracy.
• Scan and submit Incident Reports and Grievance forms to QA/QI Management.
• Coordinate and manage weekly drug screenings.
• Perform other administrative duties as assigned.

• Knowledge:
  Understanding of office operations, administrative procedures, and record management.
• Skills:
  
  Strong organizational and multitasking skills, attention to detail, and time management.
• Abilities:
  Effective problem‑solving, ability to handle sensitive information with discretion, ability to work independently or as part of a team.
• Other Characteristics:
  Strong work ethic, professionalism, and a customer‑service‑oriented mindset.

• High school diploma, GED, or associate degree required.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Proficiency in office management software and tools.
• Ability to maintain confidentiality and handle sensitive information.

• Standard office environment with no hazardous conditions.
• Requires extended periods of sitting, occasional lifting of office supplies, and use of a computer.
• Interaction with employees, visitors, and vendors on a regular basis.