Administrative Assistant (Front Desk)

Adult & Child Health; Indianapolis (IN); On-site; USD 35,000 - 52,000; Full time

Benefits offered by this job

Paid time off

Health benefits

Career development opportunities

Job summary

Adult & Child Health is seeking an Administrative Assistant to support a busy office, maintain an organized environment, and serve as receptionist when needed. The role emphasizes friendliness, respect, confidentiality under HIPAA, and accurate recordkeeping.

The incumbent will handle scheduling, meeting logistics, filing, data entry, and basic clerical tasks, while communicating effectively with staff, clients, and partners.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s preferred.
• Experience providing clerical/administrative support is preferred.
• Strong computing skills including databases, web browsers, email interfaces, and MS Office.

Responsibilities

• Gathers, organizes, and summarizes information for meetings or conferences.
• Answers calls, relays messages, and communicates effectively with staff and clients.
• Maintains meeting calendars, coordinates facilities and meals for conferences.
• Greet visitors and provide assistance in a respectful manner.
• Maintains HIPAA confidentiality and up-to-date contact lists.
• Performs general office duties: mailing, filing, typing, data entry, and records management.

Skills

Customer service

Computer skills

Verbal and written communication

Data entry

Education

High school diploma or equivalent

Associate's or Bachelor's degree in HR or social services

Tools

MS Office

Word

Excel

Job description

Job Description:The Administrative Assistant is responsible for developing methods to improve efficiency, keep the office functional and maintaining an organized and pleasant working environment. The Administrative Assistant should be friendly, helpful and respectful to all who call or come into the facilities. The Administrative Assistant will serve as receptionist, when needed, and is responsible for maintaining records for the office.Essential Job Functions:Demonstrates sensitivity and responsibility to management needs.Attends all mandatory meetings. Takes and maintains meeting minutes.Maintains and updates resource materials for service line staff.Completes general office duties, including mailing, filing, typing, and organizing, as needed.Answers telephone calls, relays messages, and communicates effectively with colleagues.Gathers, organizes, and summarizes information requested by supervisor, faculty, or staff to provide accurate data for meetings or conferences.Trains colleagues on the use of common office equipment.Manages meeting calendar(s).Selects and arranges meeting facilities, equipment, and meals for conferences and meetings.Greets and provides assistance to office visitors in a helpful manner.Treats all clients, families, colleagues, and stakeholders with respect and dignity.Acts as receptionist or back-up receptionist according to local schedule.Complies with HIPAA and confidentiality requirements.Maintains up-to-date lists of phone numbers, addresses, and colleagues.Assists with administrative record keeping. Enters data and completes required documentation.Distributes mail, messages, and correspondence to personnel.Orders office supplies and oversees equipment maintenance.Assists with general office upkeep and cleaning.Manages office/facility bills and invoices and maintains records, if applicable.Posts transactions to accounting records and Client Tracking database, if applicable.Ensures program service authorizations are current and properly filed, if applicable.Researches, prepares and enters invoices and issues maintenance/transportation checks, if applicable.Knowledge, Skills, and Abilities:Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.Ability to communicate effectively before groups of residents, employees of the organization, family members and other contacts in the community.The individual should possess strong customer service skills, have skilled computer knowledge (Word, Excel, internet platforms, other electronic media) and be able to communicate effectively and accurately in verbal and written form.Ability to apply logic and understanding to carry out instructions furnished in written, oral or diagram form.Ability to deal with problems involving several concrete variables in standardized situations.Experience and Education Qualifications:A high school diploma or equivalent certificate is required;An associate’s or bachelor's degree in an applicable field such as human resources or social services from an accredited institution is preferred.One to three years of experience providing clerical/administrative support or otherapplicable experience is preferred.Advanced skills in computing, including the use of databases, web browsers, emailinterfaces, and MS Office products is highly desirable.Supervisory Requirements:NoneEmployment Requirements:Successful completion of background check including criminal record, driving record, abuse/neglect and fingerprint check.Completion of New Hire Orientation at the beginning of employment.All training requirements including Relias at the beginning of employment and annually thereafter.Current driver’s license, acceptable driving record and current auto insurance.Physical Requirements:ADA Consideration - Sedentary work: Exerting up to 10 pounds of force occasionally (exists up the 1/3 of the time) and/or a negligible amount of force frequently (exists 1/3 to 2/3 of the time) to lift, carry, push, or pull, or otherwise move objects, including the human body. Repetitive movements of hands, fingers, and arms for typing and/or writing during work shift.Sedentary work involves sitting most of the time but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.Position Perks & Benefits:Paid time off: full-time employees receive an attractive time off package to balance your work and personal lifeEmployee benefits package: full-time employees receive health, dental, vision, retirement, life, & moreTop-notch training: initial, ongoing, comprehensive, and supportiveCareer mobility: advancement opportunities/promoting from withinWelcoming, warm, supportive: a work culture & environment that promotes your well-being, values you as human being, and encourages your health and happinessBrightli is on a Mission:A mission to improve client care, reduce the financial burden of community mental health centers by sharing resources, a mission to have a larger voice in advocacy to increase access to mental health and substance user care in our communities, and a mission to evolve the behavioral health industry to better meet the needs of our clients.As a behavioral and community mental health provider, we prioritize fostering a culture of belonging and connection within our workforce. We encourage applications from individuals with varied backgrounds and experiences, as we believe that a rich tapestry of perspectives strengthens our mission. If you are passionate about empowering local communities and creating an environment where everyone feels valued and supported, we invite you to join our mission-driven organization dedicated to cultivating an authentic workplace.We are an Equal Employment Opportunity Employer.Adult & Child Health is a Smoke and Tobacco Free Workplace.