Administrative Assistant - MH

POSITION OVERVIEW

The Administrative Assistant is responsible for supporting the daily administrative responsibilities of the front desk, waiting room, and assigned Sunbeam location This position will provide outstanding customer service while creating a warm, caring, organized and highly responsive environment. The Administrative Assistant is responsible for answering and directing phone calls, mail, scheduling and verifying appointments, receiving payments, processing billable services, client intake support, and other administrative duties as directed. Some duties may be specific to Administrative Assistants assigned to specific Sunbeam locations.

All employees and volunteers are expected to be sensitive to our client’s cultural and socioeconomic characteristics, reflect sunbeam family services core values and to perform as Sunbeam’s standards of excellence at all times.

ESSENTIAL FUNCTIONS

• Demonstrate capacity for providing developmentally sensitive, hope centered, trauma informed relationship-focused evidence-based/informed services and supports.
• Assist visitors by greeting, welcoming, and directing them appropriately.
• Direct and inform visitors and calls by maintaining and having basic knowledge of employee, program, and department directories.
• Maintain clear communication with staff and clients with a consistent positive demeanor and attitude.
• Respect the confidential and sensitive nature of the information handled/processed/shared.
• Notify appropriate agency personnel of visitor arrival.
• Answer, screen and forward incoming phone calls.
• Provide basic and accurate information in-person and via phone/email.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
• Ensure reception, waiting room, and Community Hope Center areas are tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures), including routine sanitization.
• Receive, sort, and distribute daily mail/deliveries.
• Order front office supplies and keep inventory of stock.
• Support continuity among work teams and programs by documenting and communicating actions, irregularities, and continuing needs utilizing spreadsheets, checklists, and other electronic means of communication and data tracking.