Be the First Smile Families See
 

Front Desk Administrative Assistant
 

If you thrive in a fast-paced environment, enjoy helping people, and can juggle multiple priorities while keeping a smile on your face, this may be the perfect opportunity for you.
 

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
You'll welcome families, students, clients, staff, and visitors with warmth and professionalism while helping ensure a safe and secure environment for everyone who enters our campus.
 

You'll Help Families Navigate Important Moments
From answering questions and directing people to the right resources, you'll play an important role in helping those we serve feel informed, supported, and cared for.
 

You'll Keep Things Running Smoothly
You'll help coordinate calendars, appointments, records, communications, reports, meetings, events, and countless moving pieces that keep our programs operating efficiently.
 

You'll Make a Difference Behind the Scenes
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.
 

What Success Looks Like
• Loves interacting with people and providing exceptional customer service.
• Enjoys staying busy and managing multiple priorities throughout the day.
• Can shift gears quickly when priorities change.
• Notices details that others miss.
• Takes pride in keeping things organized and accurate.
• Communicates clearly and professionally.
• Remains calm, positive, and helpful during busy or stressful moments.
• Learns new systems quickly and enjoys figuring things out.
• Works well independently while also being a supportive team member.
• Finds satisfaction in helping others succeed.
 

ESSENTIAL FUNCTIONS & BASIC DUTIES

1. Greets clients, families, staff, and visitors as they enter the facility.
2. Enforces the security and visitation policies by monitoring the traffic flow. Ensures all visitors and clients are signed in to ensure that only appropriate persons are allowed to enter the facility.
3. Answers all incoming telephone calls in a pleasant and timely manner, screens and transfers inbound calls. Takes messages when necessary.
4. Maintains student/client records. Promptly and accurately files client documents in charts. All records for the previous week should be filed no later than Monday afternoon.
5. Maintains charts by thinning quarterly. Breaks down each client’s chart after the client has been discharged. Organizes and stores the records in the designated areas. Updates on campus/off campus storage log sheets.
6. Responsible for adhering to HIPPAA guidelines with requests for release of client information.
7. Maintain company credit cards by issuing and logging use, preparing Credit Card Explanation of Charges for each transaction. Ensure P.O.’s and required receipts are submitted to Director of Finance timely.
8. Mails client evaluation reports to parents and primary physician as applicable. Must be mailed within 3 days of receipt. Updates PHI form when evaluation is mailed.
9. Ensures student charts are properly checked in and out on log sheet.
10. Opening, sorting, and distributing correspondence, including email, faxes, and mail.
11. Logs daily cash, check and credit card receipts. Responsible for maintaining special collection logs for events/fundraisers.
12. Manages outlook calendars, makes appointments, makes change requests to appointments and updates attendees as needed.
13. Daily enters all student and parent information changes into online databases.
14. Ensures that front lobby is neat and orderly.
15. Organizes programs, events, meetings or conferences by arranging facilities and caterers. Issuing information and invitations, coordinating speakers and controlling budget.
16. Provides administrative and programming support to the various departments that include personnel administration, office coordination and specific duties as needed by Director (s). Performs clerical duties as assigned.
17. Schedules and assists with emergency drills and maintains documentation paperwork.
18. Assists staff with requests for information.
19. Responsible for assisting with the enrollment process which includes, processing all student enrollment packets, meeting with parents, explaining and providing enrollment information, collecting enrollment forms and verifying documents for completeness, and accuracy.
20. Performs campus errands including but not limited to courier services.
21. Works independently and within a team on special nonrecurring and ongoing projects, which may include planning and coordinating multiple presentations, disseminating information, and organizing companywide events. Works with other administrative personnel to accomplish organizational goals.
22. May perform direct care responsibilities as assigned.
23. May perform related and non-related duties as assigned.

Why ACCESS?
 

At ACCESS, the work we do changes lives. Every interaction matters, and every team member contributes to the experience our families, students, clients, and staff receive each day.
 

If you're energetic, organized, people-focused, and ready to be part of a mission-driven team, we'd love to meet you.
 

ESSENTIAL FUNCTIONS & BASIC DUTIES

1. Greets clients, families, staff, and visitors as they enter the facility.
2. Enforces the security and visitation policies by monitoring the traffic flow. Ensures all visitors and clients are signed in to ensure that only appropriate persons are allowed to enter the facility.
3. Answers all incoming telephone calls in a pleasant and timely manner, screens and transfers inbound calls. Takes messages when necessary.
4. Maintains student/client records. Promptly and accurately files client documents in charts. All records for the previous week should be filed no later than Monday afternoon.
5. Maintains charts by thinning quarterly. Breaks down each client’s chart after the client has been discharged. Organizes and stores the records in the designated areas. Update on campus/off campus storage log sheets.
6. Responsible for adhering to HIPPAA guidelines with requests for release of client information.
7. Maintain company credit cards by issuing and logging use, preparing Credit Card Explanation of Charges for each transaction. Ensure P.O.’s and required receipts are submitted to Director of Finance timely.
8. Mails client evaluation reports to parents and primary physician as applicable. Must be mailed within 3 days of receipt. Updates PHI form when evaluation is mailed.
9. Ensures student charts are properly checked in and out on log sheet.
10. Opening, sorting, and distributing correspondence, including email, faxes, and mail.
11. Logs daily cash, check and credit card receipts. Responsible for maintaining special collection logs for events/fundraisers.
12. Manages outlook calendars, makes appointments, makes change requests to appointments and updates attendees as needed.
13. Daily enters all student and parent information changes into online databases.
14. Ensures that front lobby is neat and orderly.
15. Organizes programs, events, meetings or conferences by arranging facilities and caterers. Issuing information and invitations, coordinating speakers and controlling budget.
16. Provides administrative and programming support to the various departments that include personnel administration, office coordination and specific duties as needed by Director (s). Performs clerical duties as assigned.
17. Schedules and assists with emergency drills and maintains documentation paperwork.
18. Assists staff with requests for information.
19. Responsible for assisting with the enrollment process which includes, processing all student enrollment packets, meeting with parents, explaining and providing enrollment information, collecting enrollment forms and verifying documents for completeness, and accuracy.
20. Performs campus errands including but not limited to courier services.
21. Works independently and within a team on special nonrecurring and ongoing projects, which may include planning and coordinating multiple presentations, disseminating information, and organizing companywide events. Works with other administrative personnel to accomplish organizational goals.
22. May perform direct care responsibilities as assigned.
23. May perform related and non-related duties as assigned.

QUALIFICATIONS

Education/ Certification:

• High School Diploma or Equivalent. Bachelor’s degree preferred.

Experience/ Knowledge required:

• Minimum of one year of successful experience in a similar position preferred.

Skills/ Abilities:

• 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.

TRAVEL REQUIREMENTS

• Minimal daily travel is required for this position; this travel should not include transporting students/clients.
• ACCESS drivers are required to maintain a valid Driver’s License, current auto liability insurance and registration, a clean driving record, and physical ability to drive to local locations.