ADMINISTRATIVE TEAM MEMBER

Primary Function: Perform Receptionist Duties/General Office Procedures/Clerical Assistance

Supervision: Supervised by the Administrative/Web Specialist

Essential Functions:

a.    Answer incoming calls (multiple lines) and perform reception functions

b.    Provide client support (Change for phones, processing tobacco orders, directing clients to appropriate personnel, distribute notes/homework to appropriate personnel, collect admission and discharge monies)

c.    Distribute all incoming mail; metering of outgoing mail and packages

d.    Responsible for counting and maintaining money in cash drawer

e.    Handle phone reservations for various functions held at Harmony

f.     Stock and Sell items

g.    Complete all clerical tasks, data entry and other administrative functions as requested or assigned (Some of these duties may include: Tally client and family satisfaction surveys weekly and complete monthly report, conduct follow-up calls, cross-training on other jobs, Boardroom Schedule upkeep)

h.    Maintain adequate supply of client charts, client and family packets, all forms and other handout materials in Front Office area.

i.      Accurately save Tier census

j.      Assist with mass mailings

k.    Processing and distribution of faxes, voice mail and e-mail

l.      Taking weekend and holiday meal reservations

m.   Misc. duties to include, but not limited to, shredding confidential papers, keeping front office area clean and orderly, maintaining office  machines, making certain confidentiality sheet is signed, greeting visitors)

n.    Monitor fire alarm board and provide support to incident commander during fire drill and/or actual alarm

o.    AM Shift to perform necessary opening tasks

p.    PM Shift to perform necessary closing tasks 

q.    Adhere to confidentiality and ethics policies of Harmony Foundation

r.     Other duties as assigned

 

Minimum Requirements:

 

a.    One year experience in general office procedures

b.    Proficiency in Word and Excel programs along with adequate typing skills to prepare materials timely, accurately, and without duplicating errors

3. Fluency in written and spoken English
4. Strong organizational skills
5. Ability to manage multiple priorities effectively
6. Physical and emotional health adequate to perform duties
7. If recovering from chemical dependency, one year of continued sobriety
8. CPR certification

Knowledge, Skills, and Abilities:

a.    Possess adequate personal maturity reflected by sound judgment and decision making abilities, to relate to fellow employees in an understanding and supportive manner and relate to clients with detachment and empathy

2. Willing and able to broaden knowledge and skills
3. Proven ability to work with multi line telephone systems
4. Ability to manage multiple priorities effectively