Administrative Assistant

General Description

The Administrative Assistant supports daily office operations and patient services for ABHS and related facilities. This role coordinates administrative tasks, maintains accurate patient and medical records, supports company events, and helps keep facilities organized and prepared. The position requires dependable follow-through, clear communication, attention to detail, and the ability to manage competing priorities while providing professional, responsive service to patients, staff, providers, and visitors.

Responsibilities

• Office Operations and Communication
  • Welcome staff, patients, and visitors and maintain a professional, positive office atmosphere
  • Receive, sort, and distribute mail; organize office documents and files.
  • Operate office equipment, monitor office supply inventory, and order and restock supplies as needed.
  • Assist with planning and coordinating company events, including scheduling, supplies, logistics, and setup.
• Patient Scheduling and Clinical Support
  • Support the admin department in appointment scheduling, coordinating with providers, email and phone correspondence and client discharge documentation.
  • Confirm that intake paperwork is complete and collect patient identification and insurance information.
• Medical Records
  • Maintain accurate, organized patient records and upload medical records and supporting documentation.
  • Process medical records requests and authorizations for the release of information according to company procedures.
  • Answer related calls and inquirers for medical record requests.
• Facility Readiness and Safety
  • Provide facility and office support for ABHS and related facilities.
  • Complete monthly environment of care checklists and report issues for follow-up.
  • Coordinate disaster preparedness drills and assist with related documentation.

Additional Duties

• Provide coverage and assist colleagues as needed to maintain efficient department operations.
• Perform additional administrative responsibilities as assigned to support department needs and company growth.

Interpersonal Relations

• Create Meaningful Connections: Collaborate respectfully and communicate clearly with employees at all levels.
• Take Accountability: Follow through on responsibilities, accept feedback, and address concerns constructively.
• Live in the Solution: Use sound judgment, identify practical solutions, and remain open to guidance.
• Be Professional: Maintain appropriate workplace conduct and business casual attire in accordance with company policy.

Competencies

• Adaptability
• Customer service
• Dependability
• Ethics
• Communication
• Organization
• Sound judgment
• Conflict management
• Productivity
• Teamwork
• Professional development

Performance Standards & Measurement

• Complete assigned duties accurately and on time while following company policies and procedures.
• Maintain patient confidentiality and comply with applicable state and federal laws and regulations.

Equipment, Tools & Machines

• Use computers, telephones, printers, scanners, fax machines, and other office equipment.
• Use company networks, email, Microsoft Office, and electronic health record systems.

Working Conditions

• Work primarily in an air-conditioned, well-lit office, with occasional outdoor duties.
• Manage frequent interactions, interruptions, and multiple responsibilities in a busy environment.
• Work flexible hours, including evenings, weekends, and holidays, when needed to support patient services.
• Participate in required training, orientation, and compliance programs.
• Employees are requested to provide at least 14 days of written resignation notice.

Demands

• Demonstrate initiative, reliability, and a professional attitude.
• Communicate clearly in English, in writing, in person, and by telephone with patients, colleagues, providers, and business partners.
• Work effectively with people from diverse backgrounds.
• Manage competing priorities and interruptions while maintaining accuracy and composure.
• Work independently and collaboratively, adapt to changing needs, and accept constructive feedback.
• Use Microsoft Office and electronic health record software effectively.
• Sit, stand, or walk for extended periods and occasionally lift, push, or pull office supplies and materials weighing up to 25 pounds.

Qualifications

Education

• High school diploma or equivalent required.
• Associate degree preferred.

Experience and Skills

• Successful experience in a front office, administrative, or clerical role.
• Working knowledge of office procedures and basic accounting principles.
• Experience in a medical or behavioral health setting preferred.
• Proficiency with Microsoft Office, including Excel, Word, and PowerPoint, required.
• Experience with AdvancedMD and Salesforce is a plus.

Monday-Friday 8:30am-5:00pm