Administrative Assistant Clinical Services (48777)

The Family Place•Dallas, TX

1d•Onsite

About The Position

Provides administrative support to Non-Residential Counseling programs. Greets and directs all visitors, including clients, vendors, and customers and ensures completion of paperwork, sign-in and security procedures. Inputs client data into database accurately and by the internal deadlines. Maintains accurate digital record keeping. Answers the telephone and provides correct information to callers regarding services of program; takes messages and routes to staff. Schedules appointments and maintains electronic program appointment schedule. Supports non-residential staff as directed in providing reminder phone calls to clients about scheduled intakes. Greets clients and provides intake and registration paperwork for new clients as needed. Trains and supports administrative assistant volunteers. Assists in the development of new forms. Organizes and maintains client files and program files. Assists Program Director in tracking and compiling program statistics each month. Maintains and orders office supplies. Maintains meeting room calendar and sets up for meetings as needed. Distributes mail and prepares interoffice and community correspondence for mailing. Supports staff in copying records when requested by client or attorney in the event of a subpoena. Provides daily lunch coverage for Ann Moody Place receptionist for lunch period from 12:00-1:00 pm. Performs other duties as assigned.

Requirements

Valid and clear Texas Driver’s License
High School diploma and at least two years of experience working in an office environment, preferably crisis related or in domestic violence, but not required.
Bilingual, English/Spanish required.
Ability to utilize Microsoft Office Suite.
Knowledge of standard office practices and procedures.
Ability to maintain accurate records.
Ability to maintain confidentiality of client information, records, and office location and able to handle sensitive information with the highest degree of integrity and confidentiality.
Ability to maintain and organize projects and independently prioritize assigned tasks.
Ability to exhibit polite and professional communication in person, via phone, e-mail, and mail.
Ability to independently resolve routine problems and make decisions.
Ability to draft, read and comprehend a variety of correspondence.
Ability to multitask, perform and remain calm in high stress environments.
Skilled in written and oral communication skills.
Excellent interpersonal skills and able to communicate and work effectively with multiple personalities and communication styles.

Responsibilities

Provides administrative support to Non-Residential Counseling programs.
Greets and directs all visitors, including clients, vendors, and customers and ensures completion of paperwork, sign-in and security procedures.
Inputs client data into database accurately and by the internal deadlines.
Maintains accurate digital record keeping.
Answers the telephone and provides correct information to callers regarding services of program; takes messages and routes to staff.
Schedules appointments and maintains electronic program appointment schedule.
Supports non-residential staff as directed in providing reminder phone calls to clients about scheduled intakes.
Greets clients and provides intake and registration paperwork for new clients as needed.
Trains and supports administrative assistant volunteers.
Assists in the development of new forms.
Organizes and maintains client files and program files.
Assists Program Director in tracking and compiling program statistics each month.
Maintains and orders office supplies.
Maintains meeting room calendar and sets up for meetings as needed.
Distributes mail and prepares interoffice and community correspondence for mailing.
Supports staff in copying records when requested by client or attorney in the event of a subpoena.
Provides daily lunch coverage for Ann Moody Place receptionist for lunch period from 12:00-1:00 pm.
Performs other duties as assigned.