Administrative Assistant, Program of Assertive Community Treatment (PACT)

Family & Children's Services Career Center•Tulsa, OK

11h•Onsite

About The Position

The Administrative Assistant II will provide skilled secretarial and administrative support to assigned leadership and members of the clinical team. This role involves monitoring office processes and procedures, working with a supervisor to create efficiencies, and providing a welcoming and professional first impression to clients and guests. The position contributes to a positive work environment by answering and directing calls, taking messages, and providing information politely and professionally. A key aspect of this role is maximizing the use of electronic health records (EHR) to enhance customer service and support staff. Family and Children's Services (FCS) is a Certified Community Behavioral Health Clinic dedicated to healing and strengthening individuals and families through best practice and evidence-based services.

Requirements

High school graduate or HS equivalent
Basic proficiency with Microsoft office software
Ability to type a minimum of 40 WPM
Two years of office management experience

Nice To Haves

1 or more year of administrative experience, particularly in a healthcare environment

Responsibilities

Greet and assist all visitors and clients courteously, politely, and helpfully, maintaining a positive agency image.
Demonstrate proper telephone etiquette, handle questions and concerns promptly, and maintain solid customer relations.
Assist calmly and efficiently with complaints and difficult or emotional client situations in a professional manner.
Maintain a good working knowledge of agency and community services.
Utilize the EHR system efficiently to answer callers’ questions, respecting clients’ rights and legal/ethical considerations.
Disseminate internal communications, including messages, faxes, emails, and memos.
Perform word processing, prepare correspondence, reports, manuals, and other written documents.
Proof all typed material for accuracy and recommend editing improvements.
Perform related data entry and database management tasks.
Create forms, tables, spreadsheets, and assist in special projects.
Maintain organized files for program materials, including management of shared drives or cloud-based storage.
Identify and communicate workflow issues, concerns, and/or operational functions to program leadership to improve efficiency and client service.
Track receipts and complete monthly credit card expense reports for assigned programs and supervisors, ensuring timely submission.
Manage petty cash, process and reconcile with receipts, and provide to the finance department.
Identify and coordinate necessary building or equipment repairs, maintenance, and cleaning services.
Perform activities of Floor Safety Officer.
Maintain a safe and secure working environment.
Report concerns to leadership regarding safety, staff issues, and noncompliance activities and agency policies and procedures.
Ensure availability of agency forms and office supplies.