We are seeking an Office Administrator to join our team! You will be responsible for supporting all the administrative needs of our College Station Office.
Job Summary:
Performs various administrative tasks in support of business, clinical and operations departments.
Under direct supervision of the DBO
Responsibilities:
Office
- Be present in the front office from 8AM to 5PM (1 hour lunch).
- Manage all staff on-boarding, training and competency/compliance documentation.
- Prepare payroll for review by senior leadership
- Liaise with ADP on payroll issues
- Prepare weekly Level of Care figures for senior leadership
- Work with Executive Directors (or their designees) on all compliance related matters.
- Ensure offices are kept up to professional standards by liaising with janitorial or landlord
- Ensure office is equipped with all necessary supplies, coffee, snacks and drinks
- Ensure fire extinguishers are inspected per Joint Commission and HHS guidelines
- Ensure all first aid kits are supplied with current medications and completely replaced on an annual basis
- Update all corporate email lists as needed
- Manage document retention and destruction process per agency regulations
- Ensure Sensor Push data on staff/client refrigerator is logging correctly and reviewed on a quarterly basis.
- Ensure Xerox machine is in working order. Call in service tech when needed.
- Sort and distribute office mail to responsible parties
- Manage filing systems
- Human Resources Administrator
- Personnel files, bank records, state filings, etc.
Phone
- Gatekeeper for executive staff
- Knowledge of phone tree and phone system functionality
- Update phone system periodically per staffing arrangements
- Ensuring all calls are being answered and directed to correct staff
- Managing off hours phone calls
Client Relations
- Work with incoming clients and CSOs in creating a hospitable and welcoming environment
- Schedule client transportation as needed
- Handle administrative issues of client care (COBRA, FMLA, etc.)
Bills and Billing
- Ensure all non-automated bills are paid per department head.
- Work with billers/billing on keeping client data current
Invoicing
- Input client profiles in Quickbooks
- Invoice and track self-pay balances
- Write checks for COO signature
- Create and track all client responsibility accounts receivable.
- Ensure all 1099’s have been notified regarding invoice due dates
Local Events
- Secure catering
- Manage invitations, announcements and RSVP’s
- Order swag and maintain inventory
- Communicate details to team
- Assist in scheduling hotels and transportation for out of town guests
- Setup and teardown
Clinical
- Assist with KIPU (Electronic Medical Record) as needed per clinical director
Operations
- Occasional gender appropriate UA observation (as needed)
- Work with an outside caterer for in office food services.
COMPETENCIES
- Excellent interpersonal skills
- Highest degree of confidentiality
- Detail focused
- Can lift over 30 pounds
- Ability to work with others
- Excellent verbal and written skills
- Highly proficient in MS Office platforms (Word, Excel, Powerpoint)
- Ability to treat all clients with dignity and respect
QUALIFICATIONS
- Associate’s degree or higher preferred but not required
- 2+ years of administrative support experience
- If a former client, the candidate must be at a minimum, 2 years removed from their last date of service with MTR Treatment Corp. “More Than Rehab”.
Job Type: Full-time
Pay: $50,000.00 - $52,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Vision insurance
Schedule:
Education:
- High school or equivalent (Required)
Experience:
- Microsoft Office: 1 year (Preferred)
Work Location: In person