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Position Overview
The Administrative Assistant is an important part of our efforts to connect people with the services we offer. This position is responsible for the day-to-day completion of the front desk duties, which includes greeting visitors to the agency, answering and directing phone calls, general office support, registering and scheduling clinic patients, and assisting Pantry Coordinator with inventory and restocking. The Administrative Assistant is a vital part of our efforts to build a setting that is respectful, and free of stigma and discrimination. The position reports directly to our Director of Operations
The Administrative Assistant is an important part of our efforts to connect people with the services we offer. This position is responsible for the day-to-day completion of the front desk duties, which includes greeting visitors to the agency, answering and directing phone calls, general office support, registering and scheduling clinic patients, and assisting Pantry Coordinator with inventory and restocking. The Administrative Assistant is a vital part of our efforts to build a setting that is respectful, and free of stigma and discrimination. The position reports directly to our Director of Operations
Mission
To improve health and well-being, ALLIES provides integrated medical care, supportive human services, and community-based education for individuals living with, or at risk of HIV, viral hepatitis, and sexually transmitted infections.
Vision
ALLIES envisions a healthier community whereby people access integrated medical care and supportive human services in a respectful setting, free of stigma and discrimination.
Responsibilities
- Answer the telephone, screen calls, take messages and direct callers to appropriate staff member or services
- Provide information about the agency and its services while being mindful of confidentiality
- Greet clients, patients, and visitors and direct them to appropriate department after assessing their needs
- Schedule consumer appointments through our Electronic Health Records and Outlook.
- Check patients in, verifying insurance information and demographics.
- Check out, properly scheduling follow up appointments for patients.
- React with empathy and acceptance in directing upset patients/clients
- Maintain Lobby’s appearance and inventory throughout the day
- Maintain confidentiality of patient and client information
- Provide administrative support to all departments as needed
Knowledge
- Operation of typical office equipment such as multi-line telephones, copiers, printers, and computers and applications
- Microsoft Outlook and software programs such as Word and Excel
- Common safety hazards and processes to maintain safe work environment
Skills
- Very strong interpersonal skills, with the ability to establish and maintain relationships with co-workers, visitors, and non-agency representatives
- Strong customer service skills with the ability to work with diverse groups and special populations
- Communicate and enforce instructions and standards to individuals with differing ability to understand and/or follow
- Ability to prioritize different tasks
Education & Experience
- High School diploma/GED or equivalent career experience required; Associates Degree is preferred
- One year of general office experience
- Two years of customer service experience in an environment providing service to diverse groups
The Administrative Assistant will be called upon to engage in physical activity related to general office work including the capacity to lift 35 lbs. and stand or sit for extended periods. Current PA child abuse, PA criminal history, Federal criminal history clearances, and verification of TB test performed within past year are required within the first 30 days of employment.
This is a full-time position with an anticipated schedule of Sunday through Thursday.
