Administrative Assistant/receptionist

2 weeks ago

Reading, United States Peace and Harmony House Full time

**Peace and Harmony House: Administrative Assistant Job Description**

**Job Overview**:
Peace and Harmony House, a renowned Drug and Alcohol Treatment Facility, is seeking a detail-oriented and organized Administrative Assistant to provide essential support to the administrative functions of our facility. The Administrative Assistant will play a key role in ensuring the smooth operation of day-to-day activities and contributing to the overall efficiency of the organization.

**Responsibilities**:
**Front Desk**:

- Greet and assist visitors, clients, and staff in a friendly and professional manner.
- Collect co-pays via cash, checks or credit cards.
- Add/Update client demographic and information.
- Manage incoming calls, direct them to the appropriate personnel, and take messages as needed.
- Scheduling and Calendar Management:

- Coordinate and schedule appointments, meetings, and events for facility staff.
- Maintain and update calendars to ensure accuracy and avoid scheduling conflicts.
- Print daily schedules.
- Schedule/reschedule appointments with the appropriate provider.
- Record Keeping and Documentation:

- Assist in maintaining organized and up-to-date client and administrative records.
- Prepare and process necessary paperwork and documentation efficiently.
- Prepare and process any Urine Drug screens submitted by clients into the AEGIS system.

**Data Entry**:

- Input data accurately into electronic systems, databases, and spreadsheets.
- Ensure data integrity and troubleshoot discrepancies when necessary.
- Office Supplies and Inventory Management:

- Monitor and replenish office supplies as needed.
- Keep track of inventory and assist in ordering supplies.
- Assistance to Management:

- Assist in coordinating special projects and events.

**Communication Liaison**:

- Facilitate communication between staff members, departments, and external contacts.
- Distribute internal and external communications as directed.
- Make reminder calls to all clients on the schedule to confirm appts for next day.
- Scan outpatient therapy documents daily.
- Prepare mail and document correspondence sent out to clients.
- Performed other duties as assigned by Supervisor.
- Client / Visitor Coordination:

- Coordinate visitor access and ensure a welcoming environment for clients, families, and guests.
- Manage the sign-in and sign-out process for clients.

**Qualifications**:

- High school diploma or equivalent; additional qualifications in office administration or a related field are a plus.
- Proven experience as an administrative assistant or in a similar role.
- Proficient in Microsoft Office Suite and other office management software.

**Skills**:

- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Attention to detail and accuracy in data entry.
- Ability to maintain confidentiality and handle sensitive information.
- Maturity and sensitivity to the special needs of Peace and Harmony House clients while possessing the knowledge of substance abuse and medical conditions.
- Must be service oriented with good customer service skills.
- Ability to utilize and navigate Microsoft office software, and insurance verification websites.
- Must possess the ability to maintain client confidentiality.

**Work Schedule**: Monday-Friday 7:45am-4:15pm

**Time Flexibility (required) / able to cover various shifts when necessary.**

Available to cover evening shift (4pm-8pm) when staff is OFF.

**Benefits**:

- Competitive salary based on experience
- Opportunities for professional growth and development
- Positive work environment with a supportive team

Pay: $15.00 - $17.00 per hour

Expected hours: No more than 40 per week

**Benefits**:

- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance

Schedule:

- 4 hour shift
- 8 hour shift
- Day shift
- Evening shift
- Monday to Friday
- Morning shift
- No weekends

People with a criminal record are encouraged to apply

Ability to Relocate:

- Reading, PA 19610: Relocate before starting work (required)

Work Location: In person

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