Front Office Support Assistant

The Office Support Assistant is responsible for organizing staff, client and agency records, covering receptionist duties as scheduled or as needed. This position will also perform a variety of other administrative and clerical duties that support client services, information and referral including the operation and presentation of a professional office. These duties will vary as agency needs fluctuate. This is a part time 25 hour per week position (Monday through Friday 9:30 AM – 2:30 PM availability required).

Core Duties:

Record Keeping

• Organize and maintain the records room and make space for archived materials as needed of previous hard copy client files as agency phases out to electronic files and continue to organize and maintain financial records of the agency.
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  Maintain a listing of all discharged clients by program, date of discharge and discharge summary assuring the discharge summary has been submitted to close out client file.
  
• Organize and maintain electronic employee files from staff beginning date of employment, annual updates as required under Chapter 24 and any other state or Federal guidelines. Conduct regular audit of employee files. Close out employee files as needed upon end of employment.
  
• Assist in retrieving archived records as requested
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  Annually review hard copy records that no longer need to be on file for the mandated period and gather for shredding service.
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  Oversee ongoing shredding and organize quarterly commercial shredding service as needed

Office Duties

• Readiness to substitute for Front office to cover breaks or absences as needed
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    Primary contact for walk-in visitors, clients and staff
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    Answer phones
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    Resource person for staff requiring assistance
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  Filing of current materials, thinning of older materials
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  Other duties as assigned

PROFESSIONAL RESPONSIBILITIES:

• Follow through with a consistent schedule and adherence to deadlines
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  Complete all tasks as assigned by supervisor
  
• Meet with supervisor as scheduled
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  Treat all colleagues and clients with dignity and respect
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  Prompt, professional and responsive communication with clients, fellow staff, supervisor– in-person, telephonic, electronic, written missive (in writing, face-to-face)
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  Follow all agency policies and procedures
  
• Dress, personal appearance, and manner of behavior must reflect a professional image
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  Maintain confidentiality and follow HIPAA guidelines

DIRECT SUPERVISOR: Director of Programs

QUALIFICATIONS:

REQUIRED

• High School diploma
  
• Experience in office organization and records keeping, filing systems
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  Pass multiple background checks, including but not limited to dependent adult/child abuse and criminal background check and driving records check.
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  Maintain valid driver’s license and reliable, privately insured car, as well as insurability with agency insurance requirements

PREFERRED

• Strong organizational skills
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  Adaptability to changing requirements and protocols of governmental agencies and designees and revised agency policies
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  Attention to detail

KEY SKILLS:

• Ability to work and engage with a wide variety of people
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  Problem solving
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  Active listening
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  Ability to work independently and collaboratively
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  Adaptability
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  Ability to meet deadlines
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  Basic computer literacy (Microsoft word, Excel, Knowledge of O365 and ability to download files