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Administrative Support Specialist

2 months ago

Middletown CT, United States Advanced Behavioral Health Full time

POSITION SUMMARY:

The Administrative Support Specialist serves as the first point of contact for visitors and callers, ensuring they are directed to the appropriate personnel in a courteous and efficient manner while upholding the organization's standards and values. This role encompasses a variety of clerical and administrative tasks that bolster the functionality of the office and reception area. The Administrative Support Specialist will embody the principles of Advanced Behavioral Health, promoting its services positively and professionally in all interactions and tasks.

DUTIES AND RESPONSIBILITIES:

  • Oversee the reception area, including welcoming guests professionally, managing incoming calls, maintaining confidentiality forms, and organizing conference room schedules;
  • Utilize office machinery such as fax machines, copiers, and multi-line phone systems;
  • Manage the electronic postage system, ensuring accurate postage and timely delivery of outgoing mail. Order necessary postage and supplies for the postage machine. Sort and distribute incoming mail to relevant departments;
  • Assist in preparing certified mail and UPS packages, ensuring accurate documentation;
  • Monitor equipment and supply usage across all locations, ensuring common areas are stocked with essential office supplies;
  • Track inventory levels, ordering office supplies as necessary, and maintaining a tidy kitchen area;
  • Report minor maintenance issues for resolution;
  • Draft various correspondence and forms as required;
  • Arrange food and beverages for onsite meetings, assisting with setup and cleanup as needed;
  • Prepare bulk mailings, including printing envelopes and organizing materials;
  • Generate reports for different departments as requested;
  • Maintain an updated employee contact list;
  • Uphold confidentiality regarding all client protected health information and adhere to relevant policies and procedures;
  • Execute additional tasks as assigned to support overall business operations;
  • Exhibit ethical behavior and cultural sensitivity in all interactions with individuals from diverse backgrounds.

EDUCATION AND EXPERIENCE REQUIREMENTS:

  • High School Diploma or GED is required;
  • A Certificate in Secretarial Studies or an Associate's Degree in general business is preferred;
  • 2 – 3 years of proven experience in an office environment managing reception duties;
  • Participation in annual Conflict of Interest training is necessary.

KNOWLEDGE/SKILLS/ABILITIES:

  • Strong understanding of clerical and administrative procedures;
  • Familiarity with multi-line phone systems;
  • Ability to communicate effectively with both internal staff and external visitors;
  • A positive demeanor and welcoming personality are essential;
  • Excellent written and verbal communication skills are required;
  • Strong interpersonal skills with a focus on customer service;
  • Flexibility and cultural awareness are important;
  • Strong organizational skills and attention to detail are necessary;
  • Proven capability to manage multiple tasks and meet deadlines;
  • Proficiency in Microsoft Office Suite (MS Word, Excel, Outlook) and internet applications is essential.

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