Front Desk Administrative Assistant

Access Group, Inc.•Little Rock, AR

1d•$18 - $20•Onsite

About The Position

At ACCESS, our Front Desk Administrative Assistants are much more than receptionists. They are the welcoming face of our organization, the steady voice on the phone, the organizational backbone behind daily operations, and often the first person families turn to for information and support. Every day brings something different. One moment you may be greeting a family arriving for services, the next you're coordinating schedules, assisting with enrollment paperwork, supporting campus events, maintaining records, or helping staff solve a problem. If you enjoy variety, organization, and meaningful work, you'll find plenty of opportunities to make an impact here. You'll create great first impressions by welcoming families, students, clients, staff, and visitors with warmth and professionalism while helping ensure a safe and secure environment. You'll help families navigate important moments by answering questions and directing people to the right resources. You'll keep things running smoothly by coordinating calendars, appointments, records, communications, reports, meetings, and events. Your attention to detail will help ensure records are accurate, confidential information is protected, reports are processed timely, and important administrative functions are completed correctly.

Requirements

High School Diploma or Equivalent.
Minimum of one year of successful experience in a similar position preferred.
Ability to follow routine verbal and written instructions.
Records maintenance skills.
Ability to complete routine paperwork.
Knowledge of the rules and regulations regarding client records.
Ability to maintain confidentiality of records and information.
Excellent data entry, record keeping.
Ability to coordinate and complete administration process related to enrollment.
Highly efficient in finding errors, mistakes and inconsistencies in data.
Strong customer service and interpersonal skills.
Ability to stay calm in stressful moments.
Effective decision-making and problem solving skills.
Excellent written and verbal communication skills.
Excellent organizational skills and attention to detail.
Flexible and very adaptable.
Knowledge of administrative and clerical procedures.
Working knowledge of contract terms and conditions.
Proficiency with contract management.
Computer skills including Microsoft Office, E-mail, accounting software, etc.
A self-starter with a strong sense for problem solving.
Ability to work with a variety of teams simultaneously.
Ability to learn new systems and programs quickly.
Valid Driver’s License, current auto liability insurance and registration, a clean driving record, and physical ability to drive to local locations.

Nice To Haves

Bachelor’s degree preferred.
Minimum of one year of successful experience in a similar position preferred.

Responsibilities

Greets clients, families, staff, and visitors as they enter the facility.
Enforces the security and visitation policies by monitoring the traffic flow and ensuring all visitors and clients are signed in.
Answers all incoming telephone calls, screens and transfers inbound calls, and takes messages when necessary.
Maintains student/client records, promptly and accurately files client documents in charts, and thins charts quarterly.
Breaks down each client’s chart after discharge, organizes and stores records, and updates storage log sheets.
Adheres to HIPPAA guidelines with requests for release of client information.
Maintains company credit cards by issuing and logging use, and preparing Credit Card Explanation of Charges.
Mails client evaluation reports to parents and primary physician within 3 days of receipt and updates PHI form.
Ensures student charts are properly checked in and out on log sheet.
Opens, sorts, and distributes correspondence, including email, faxes, and mail.
Logs daily cash, check and credit card receipts and maintains special collection logs for events/fundraisers.
Manages outlook calendars, makes appointments, and updates attendees as needed.
Enters all student and parent information changes into online databases daily.
Ensures that the front lobby is neat and orderly.
Organizes programs, events, meetings or conferences by arranging facilities and caterers, issuing information and invitations, coordinating speakers and controlling budget.
Provides administrative and programming support to various departments, including personnel administration, office coordination, and specific duties as needed by Director(s).
Performs clerical duties as assigned.
Schedules and assists with emergency drills and maintains documentation paperwork.
Assists staff with requests for information.
Assists with the enrollment process, including processing enrollment packets, meeting with parents, explaining enrollment information, collecting forms, and verifying documents.
Performs campus errands, including courier services.
Works independently and within a team on special projects, which may include planning and coordinating presentations, disseminating information, and organizing companywide events.
May perform direct care responsibilities as assigned.
May perform related and non-related duties as assigned.