Front Office Administrative Assistant

3 weeks ago

Park City, United States Christian Center of Park City Full time
Job DescriptionJob Description

Make an impact Meet people at their point of need Join our dynamic team 

Primary Responsibility: 

The Front Office Administrative Assistant is responsible for serving as the front-line customer service, hospitality, and administrative contact for all clients, providing a friendly, consistent, and welcoming presence. FOAA will play a key role in welcoming clients and coordinating important information and communications for the Counseling & Wellness Center. 

Part-time 29 hours weekly, Monday-Friday 8:45 am - 5:00 pm 
Pay range: $18-$23/h

Job Responsibilities: 

  • Greet all Counseling and Wellness clients and staff with a friendly, consistent & welcoming presence while also gathering relevant information, scheduling, and taking payments.  

  • Responsible for all inbound communications to Counseling & Wellness including all phone calls, texts, crisis calls, voicemails, emails, and walk-ins. Return responses within 24 hours.  

  • Update and maintain the welcome area with brochures and timely information. 

  • Manage scheduling for all new clients and current clients of specific clinicians, physicians, and coaches. 

  • Collect all required paperwork, create charts for patients, update agreements, ROI’s, and consents, and ensure OQ screening delivery and reporting. 

  • Enter transactions and payments daily. 

  • Direct and/or retrieve appropriate information for clients and walk-ins. 

  • Maintain cleanliness overall across the Counseling Center’s waiting area, office area, and other shared areas. Prepare the front office and therapy rooms each day. 

  • Responsible for all administrative aspects of pre-meeting communications and set up including providing Zoom link, Owl Labs camera, taking and taking/sending summary meeting minutes. 

  • Ensure supplies are available for the office and clinicians. Report inventory needs to ensure stocked supplies are always on hand.  

  • Manage referral process, resource list, clinical record requests, and administrative front office documents. Update information when requested. 

  • Organize offices, files, and stored supplies as needed. 

  • Assist with administrative and office tasks and projects.  

  • Train new staff and volunteers in front office duties and procedures 

  • Other responsibilities as assigned. 

Expectations: 

  • Passionately live out the vision and values of the Christian Center through this role and cast that vision to your team and clients of the Center and to the public. 

  • Professional demeanor with empathy and compassion as core values. 

  • Foster a positive attitude toward change, accepting change with grace and excitement.  

  • Able to maintain strict confidentiality in all matters.  

Qualifications: 

  • A self-starter with excellent organizational and administrative skills, able to plan and manage multiple tasks, prioritize duties, and problem-solve in a fast-paced environment. 

  • Good computer skills, familiar with social networking, and website management, competent in Microsoft Office Suite, especially MS Word, Excel, and PowerPoint. Experience a plus in Electronic Medical Records.  

  • Strong relational, interpersonal, telephone, and written skills expressed with warmth, empathy, and confidence. 

  • Ability to work independently and collaboratively in a multi-task environment and maintain a positive attitude in an environment that embraces change.  

  • Hourly wage ranges between $18 - $23 based on experience. 

Reports to: Assistant Counseling Program Director.  

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