Summary: 

The Administrative Assistant is primarily responsible for all administrative support for evening services (Social Competency Program, STEP, Outpatient Therapy Clinic, Evaluation Services) Monday-Thursday (10:30am-7pm) and Saturdays 9:30am-2:30pm. The Administrative Assistant reports to the Administrative Intake Manager.

Essential Duties & Responsibilities:

• Provide front desk coverage from 10:30-7:00 Monday through Thursday and 9:30-2:30 on Saturdays.
• Interact professionally and proactively with clients, visitors, and staff.
• Check in clients and obtain any paperwork needed and ensure EHR records are up to date.
• Maintain/manage transportation information and updates for STEP/SC clients.
• Answer and direct incoming calls/faxes to the appropriate party promptly and efficiently and handle all correspondences for evening/weekend services.
• Responsible for registering checks and handling cash at the front desk.
• Responsible for sending outreach letters to clients.
• File, copy, scan and perform other administrative documentation as needed.
• Maintain client attendance records/completion of billing sheet that records bus times.
• Maintain and document contact regarding appointment no show log.
• Manage, sort, and distributes mail, packages, correspondence, and electronic communications for staff.
• Additional duties as assigned by Administrative Manager.
• Actively looks for ways to support the staff with various administrative or project related tasks.
• Ensure scheduling on Credible is up to date.
• Handle requests for scheduling/rescheduling needs onsite, including no shows and cancellations.
• Check inventory and maintain reception area and storage spaces to meet appearance standards.

Communication:

• Express oral information clearly and concisely.
• Express written information clearly, concisely, and legibly.
• Use effective listening skills: pay attention, give thoughtful consideration, and demonstrate regard for the feelings and needs of otTheir.
• Take responsibility for clarity of information conveyed and received.
• Communicate using tact, discretion, and diplomacy at all times.
• Convey relevant information in a timely way.

Professionalism:

• Regular and timely attendance at work.
• Effective time management: prioritize and organize activities and tasks so that work is completed in a timely manner.
• Timely attendance at meetings.
• Consistent, independent completion of assignments.
• Demonstrate understanding of role, boundaries of role and how role fits into the organization.
• Take ownership and responsibility for role.
• Follow established policies and procedures.
• Accurately represent the Center’s philosophy and values.
• Maintain the Center’s standards of quality.
• Take responsibility for own learning and professional development.
• Actively participate with supervisor in performance management process.

Teamwork:

• Demonstrate awareness of responsibility towards common goal.
• demonstrate a clear willingness to help in all work situations.
• Adapt to changing demands.
• Present suggestions in a constructive and objective manner.
• Recognize and value the contributions of otTheir demonstrate regard for multiple perspectives.
• Work to create group cohesion

Problem Solving:

• Assess problems with accuracy.
• Based on assessment, make decisions best suited to meeting the needs of the situation.
• Discern between immediately pressing situations and longer term ones.
• Mitigate problem situations by using a constructive, professional approach.
• When necessary and suited to context, gather additional information and consult other resources.
• Consider other perspectives and multiple options.
• Generate alternative approaches to problem.
• Implement solution(s) effectively.
• Demonstrate awareness of consequences and/or implications of judgments.

Integrity:

• Deal with in a fair, honest and straightforward manner. commitments.
• Demonstrate trustworthiness.
• Take responsibility for failures and share credit for successes.
• Demonstrate high ethical standards.

Caring and Empathy:

• Demonstrate interest/concern on behalf of another person.
• Demonstrate sensitivity to the feelings, thoughts and experiences of otTheir.
• Demonstrate an understanding of the importance and unique qualities of otTheir without regard to gender, race, or other defining characteristics.

Cultural Competency:

• Demonstrate respect for, understanding of and knowledge of the differences among people as it relates to values, lifestyles, norms, beliefs, and opportunities.
• Demonstrate an awareness of one's own culture and how it impacts perspective and interactions with otTheir.

Education & Experience:

• Minimum high school diploma (or equivalent).
• Computer skills and familiarity with current software products.
•  Accurate typing skills
• Minimum one-year relevant experience.
• Excellent communication and organizational skills.

PHMC is an Equal Opportunity and E-Verify Employer.