Administrative Assistant

4 hours ago

Tucson, Arizona, United States Sabino Recovery Full time

JOB SUMMARY:

Performs a variety of administrative functions. Has knowledge of commonly used concepts, practices, policies, and procedures within the behavioral health field. Relies on instructions and pre-established guidelines to perform the functions of the job. Works under immediate supervision.

ESSENTIAL JOB FUNCTIONS:

  • Answers and transfer all phone calls coming into the main line.

  • Gate control, i.e., answers the phone for the gate and directs visitors at the gate to check in at the administration desk.

  • Checks all visitors in and out at the front desk.

  • Act as a receptionist.

  • Receives all incoming mail and packages at the front desk. Distributes facility mail into appropriate mailboxes or to the employee.

  • Administrator for FedEx and UPS.

  • Copies and creates all Family Program books. Creates badges for each family member attending the family program.

  • Gathers office supplies request from departments and orders supplies online.

  • Creates documents and forms in Excel and Word.

  • Assists with the management and updates of documents.

  • Prepares expense reports for clinical director.

  • Assistant primarily to the clinical director and assists clinical team with any admin needs. May occasionally assist other directors with administrative requests.

  • Tracks clinical supervisions for BHT's.

  • Tracks packages and package permissions.

  • Serves as back-up for scheduling.

  • Other essential duties as needed.

ADDITIONAL JOB DUTIES:

  • Maintains work methods by orienting new employees to facility procedures; notifying and training staff in new facility procedures.

  • Compiles information by researching sources; gathering and interpreting data; entering data to computer system; formatting and designing new formats for department use; maintaining database information.

  • May need to prepare, mail, and distribute family week program materials to resident's family members prior to family week.

  • Responsible for completing all mandatory Sabino Recovery training.

  • Monitors residents in the pool as scheduled.

JOB SKILLS AND ABILITY

  • Proficiency in computer skills including Microsoft Word, Excel, and PowerPoint.

  • Must have good phone skills regarding tone of voice and ability to answer questions as needed.

  • Ability to multi-task in a fast-paced environment.

  • Ability to be resourceful.

  • Organization, reporting skills, research skills, and administrative writing skills.

  • Able to read, write and speak English fluently. Some Spanish preferred.

  • Able to utilize basic math skills and mathematical concepts.

  • Proven record of good attendance and punctuality.

  • Able to work effectively in a team environment.

  • Must possess strong ethics and ability to maintain confidentiality.

  • Good attention to detail.

  • Able to deal effectively with distractions.

  • Is reliable in achieving results within expected time periods.

  • Is highly committed to workplace safety.

  • Must be able to work 40 hours a week, Monday- Friday 8:00a – 4:30p.

EDUCATION AND EXPERIENCE:

  • High School diploma. Some College preferred.

  • 2 years' experience in behavioral health field, treatment facility or related area preferred but not required.

LICENSING/CERTIFICATION:

  • Current Fingerprint Clearance

  • Current CPR/First Aid certification

  • Clear TB screening

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