Administrative Support Specialist

2 weeks ago


Dallas, Texas, United States ADDICTION AND MENTAL HEALTH SERVICES, LLC Full time
Job Overview

We are seeking a dedicated Executive Assistant to provide comprehensive administrative support within our organization.


Position Title: Executive Assistant

Job Details:
This role encompasses a dual function, including responsibilities akin to those of a Receptionist.
Department: Administration

Reports To: Designated Department Head

Supervises: N/A

Entry Level Qualifications:
- High School Diploma or GED is required.
- A pleasant telephone demeanor is essential.
- Excellent verbal communication, interpersonal, customer service, and organizational skills are mandatory.
- Experience with switchboard operations or handling multi-line telephones in an office environment is preferred, particularly with Cisco PBX Systems.
- Proficiency in computer usage and typing skills of 20-30 WPM with accuracy are necessary.
- Visual acuity of 20/40 corrected in each eye and acceptable hearing capabilities (hearing aids are permissible) are required.
- Ability to sit for extended periods (6 to 7 hours) during an 8-hour shift is essential.

General Responsibilities:
The Executive Assistant will be responsible for managing a significant volume of incoming calls and directing them appropriately. Additionally, the role involves welcoming visitors and guiding them to their required destinations.

Compliance with the general provisions of 42 CFR Part 2, concerning the confidentiality of patient records, and 45 CFR regarding the Health Insurance Portability and Accountability Act is mandatory. This position entails restricted access to patient health information.


Essential Functions:
  • Maintain regular attendance.
  • Welcome visitors and provide necessary directions.
  • Professionally answer and screen incoming calls, assisting staff with internal communications.
  • Manage outgoing and incoming mail, including U.S. postage and other specialized services.
  • Monitor and maintain inventory of office supplies as needed.
  • Ensure the cleanliness and organization of the main conference room and lobby area.
  • Maintain a constant state of alertness to perform duties safely.
  • Collaborate effectively with colleagues, supervisors, clients, and potential clients.
  • Demonstrate emotional and physical resilience in high-pressure situations.
  • Perform additional duties as assigned.


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