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Office Secretary

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Job Summary
We are seeking a highly organized and detail-oriented Office Secretary to join our team. The ideal candidate will be responsible for providing administrative support, managing office operations, and ensuring efficient communication within the office. This role requires a proactive individual with excellent customer service skills and the ability to multitask in a fast-paced environment.

Responsibilities

  • This position requires that the individual be present and ready to operate in their role when the building opens at 5:00 am. Tardiness in this position will have an extreme negative outcome on services and cannot be accepted.
  • Check in patients and contact the appropriate staff to meet with the patient.
  • Collaborate with team members to ensure smooth office operations.
  • Manage front desk operations, including greeting visitors and handling inquiries.
  • Setting up new patients in the Electronic Medical Records System (EMR)- SMART
  • Schedule intakes and maintain communication with patients regarding appointments
  • Communicating holds placed on patients by the treatment team to the patient.
  • Operate multi-line phone systems to direct calls and take messages.
  • Collects payments and monitors insurance activity
  • Works alongside Billing Manager to facilitate payment collections, balances due, and generating financial reports
  • Perform data entry tasks, maintaining accurate records and filing systems.
  • Receive and sort incoming mail and deliveries; manage outgoing mail
  • Serves as clinic Health and Safety Officer (Coordinates and records required monthly and annual emergency drills. Performs monthly walkabouts of the facility to identify any notable risks; reports risks to facility director.)
  • Assist with facility calendar management, scheduling appointments, and coordinating meetings.
  • Provides support and coverage for the Billing Manager during vacation periods.
  • Support administrative tasks such as typing correspondence, reports, and memos.
  • Other duties as assigned

Qualifications

  • Must be 18 years of age or older
  • High School Diploma or Equivalent
  • Minimum 1 year experience in a relevant role; 3 years preferred
  • Strong organizational skills with the ability to manage multiple tasks simultaneously.
  • Excellent written and verbal communication skills
  • Strong typing skills with attention to detail in data entry tasks.
  • Proven time management skills to prioritize tasks effectively.
  • Ability to maintain a professional demeanor in crisis intervention situations
  • Understanding and/or willingness to learn the process of Medication Assisted Treatment for Substance Use and skills for working with individuals with substance use disorders and dial diagnosis.

Job Type: Full-time

Pay: From $17.00 per hour

Expected hours: 40 per week

Benefits:

  • Employee assistance program
  • Health insurance
  • Life insurance
  • Paid time off
  • Parental leave

Work Location: In person

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