Job Overview
Employment Type
Full-time
Compensation
Hourly
Range $18.00 - $20.00
Work Schedule
Standard Hours
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Professional Development
Employee assistance program
flexible schedule
Job Description
ACCESS is a mission-driven organization dedicated to providing exceptional support and services to families, students, clients, and staff. Recognized for its commitment to enhancing lives through comprehensive programs and community engagement, ACCESS serves as a trusted resource and partner for the families and individuals it supports. The organization fosters an inclusive, energetic, and supportive work environment focused on teamwork, professionalism, and making a meaningful difference in the lives of those they serve. As a vital part of its community outreach and operational success, ACCESS continually seeks dedicated professionals who are passionate about customer service, organization, and contributing to a positive impact.
The role of Front Desk Administrative Assistant at ACCESS is more than just a traditional receptionist position. It is a pivotal role that embodies the welcoming spirit of the organization. As the first person families and visitors see, the Front Desk Administrative Assistant is essential in creating a positive first impression with professionalism, warmth, and exceptional customer service. This role requires an individual who thrives in a fast-paced environment, loves multitasking, and can juggle various priorities without losing composure. The assistant supports daily operations through a wide range of duties including greeting visitors, managing appointments, processing enrollment paperwork, maintaining accurate and confidential records, and supporting campus events and activities.
The Front Desk Administrative Assistant plays a key role in ensuring smooth communication and coordination within the organization. By managing calendars, scheduling appointments, handling correspondence, and facilitating information flow, this individual helps maintain operational efficiency and supports both staff and families effectively. This position also involves adherence to strict confidentiality policies such as HIPAA guidelines, which requires attention to detail and the utmost discretion when managing sensitive information.
Success in this role is marked by effective communication, organizational skills, and a calm, positive demeanor even during high-pressure situations. The assistant is expected to be a self-starter, capable of learning new systems quickly and working both independently and collaboratively. By organizing programs, events, meetings, and supporting various administrative needs, this role contributes significantly to the overall functioning and community engagement of ACCESS.
Ideal candidates enjoy variety in their work and find satisfaction in helping others succeed. They are driven by their ability to make a difference behind the scenes, ensuring that every operation runs smoothly and every visitor feels welcomed and supported. If you are energetic, detail-oriented, and people-focused, and if you value working in an environment where your contributions truly matter, then a career as a Front Desk Administrative Assistant at ACCESS offers a rewarding opportunity to be a crucial part of a life-changing organization.
The role of Front Desk Administrative Assistant at ACCESS is more than just a traditional receptionist position. It is a pivotal role that embodies the welcoming spirit of the organization. As the first person families and visitors see, the Front Desk Administrative Assistant is essential in creating a positive first impression with professionalism, warmth, and exceptional customer service. This role requires an individual who thrives in a fast-paced environment, loves multitasking, and can juggle various priorities without losing composure. The assistant supports daily operations through a wide range of duties including greeting visitors, managing appointments, processing enrollment paperwork, maintaining accurate and confidential records, and supporting campus events and activities.
The Front Desk Administrative Assistant plays a key role in ensuring smooth communication and coordination within the organization. By managing calendars, scheduling appointments, handling correspondence, and facilitating information flow, this individual helps maintain operational efficiency and supports both staff and families effectively. This position also involves adherence to strict confidentiality policies such as HIPAA guidelines, which requires attention to detail and the utmost discretion when managing sensitive information.
Success in this role is marked by effective communication, organizational skills, and a calm, positive demeanor even during high-pressure situations. The assistant is expected to be a self-starter, capable of learning new systems quickly and working both independently and collaboratively. By organizing programs, events, meetings, and supporting various administrative needs, this role contributes significantly to the overall functioning and community engagement of ACCESS.
Ideal candidates enjoy variety in their work and find satisfaction in helping others succeed. They are driven by their ability to make a difference behind the scenes, ensuring that every operation runs smoothly and every visitor feels welcomed and supported. If you are energetic, detail-oriented, and people-focused, and if you value working in an environment where your contributions truly matter, then a career as a Front Desk Administrative Assistant at ACCESS offers a rewarding opportunity to be a crucial part of a life-changing organization.
Job Requirements
- High school diploma or equivalent
- Minimum of one year of related experience preferred
- Ability to follow routine verbal and written instructions
- Experience with records maintenance
- Strong data entry and paperwork completion skills
- Knowledge of client record confidentiality and HIPAA compliance
- Excellent organizational skills
- Strong customer service and interpersonal abilities
- Effective communication skills
- Ability to remain calm under pressure
- Proficient computer skills including Microsoft Office and accounting software
- Valid driver’s license, current auto insurance, and registration
- Clean driving record
- Physical ability to drive to local locations
- Ability to work both independently and as part of a team
- Willingness to learn new systems and software quickly
Job Qualifications
- High School Diploma or equivalent
- Bachelor’s degree preferred
- 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 rules and regulations regarding client records
- Ability to maintain confidentiality of records and information
- Excellent data entry and record keeping abilities
- Ability to coordinate and complete administration process related to enrollment
- Highly efficient in identifying errors 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 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, and accounting software
- Self-starter with strong problem-solving skills
- Ability to work with multiple teams simultaneously
- Ability to learn new systems and programs quickly
Job Duties
- Greets clients, families, staff, and visitors as they enter the facility
- Enforces the security and visitation policies by monitoring the traffic flow
- Ensures all visitors and clients are signed in to allow only appropriate persons entry
- Answers all incoming telephone calls pleasantly and promptly, screens and transfers calls, and takes messages
- Maintains student and client records accurately and files documents promptly
- Maintains charts by thinning quarterly and organizes storage
- Adheres to HIPAA guidelines with client information release requests
- Maintains company credit cards by logging use and preparing explanations
- Mails client evaluation reports timely and updates PHI forms
- Ensures student charts are properly checked in and out
- Opens, sorts, and distributes correspondence including email, faxes, and mail
- Logs daily cash, check, and credit card receipts
- Manages calendars, appointments, and updates attendees
- Daily enters student and parent information into databases
- Keeps the front lobby neat and orderly
- Organizes programs, events, meetings, and conferences including coordinating facilities, catering, speakers, and budgets
- Provides administrative and programming support to departments and performs clerical duties
- Schedules and assists with emergency drills and documentation
- Assists staff with information requests
- Assists with the enrollment process including processing packets and verifying documents
- Performs campus errands including courier services
- Works independently and collaboratively on projects and organizes companywide events
- May perform direct care responsibilities and related duties as assigned
Job Criteria
Experience
Entry Level (1-2 years)
Job Location
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