Administrative Support Staff

Child & Family Services; Plymouth (MA); On-site; USD 20,664,000 - 28,930,000; Full time

Benefits offered by this job

Language differential $1/hour

Job summary

Child and Family Services in Plymouth, MA is seeking an organized front desk administrator to provide information on agency policies, greet visitors, and coordinate services. This role supports Open Access and manages visitor flow at the front desk.

You will maintain client records in the electronic health records, assist with intake and scheduling, and provide translation as needed. A High School Diploma is required, with a strong emphasis on confidentiality and compassionate service.

Qualifications

• High School Diploma or equivalent experience required.
• Ability to provide translation between clients and staff when needed.
• Commitment to confidentiality and HIPAA compliance.

Responsibilities

• Provide accurate information regarding agency policy, procedures, and service options when inquiries are made by potential new clients and community resources and services providers.
• Act as the immediate liaison between all clients, clinic visitors and agency staff.
• Possess excellent customer service and interpersonal skills.
• Assist in connecting visitors with Open Access services, when requested.
• Maintain accurate information on all clients in the agency electronic health records including demographics, history of service and insurance data, in addition to service status.
• Scanning and uploading documents, intake packets, etc. into the medical record for all programs at the assigned office location.
• Assist clients with accessing transportation.
• Maintain a positive working relationship with agency staff, supervisors, and community contacts.
• Collect co-payment from clients as well as outstanding accounts for all.
• Schedule client appointments and notify/document cancellations.
• Maintain agency records within procedural requirements.
• Maintain current knowledge related to rules and regulations governing confidentiality of medical records including but not limited to HIPAA.
• Answer incoming calls and route caller to appropriate staff.
• Maintain and update information at front desk, including waiting room Information and notices, frequently used forms, and resources and information.
• Be knowledgeable of new programs (or changes in existing programs), activities, and groups.
• Maintain mailboxes and process incoming/outgoing mail and faxes, including notifying appropriate staff of incoming deliveries and ensuring outgoing mail has appropriate postage.
• Complete office and program supply orders, including unpacking, stocking, and organizing the supplies when delivered.
• Clean and disinfect the tables and chairs in the waiting and evaluation rooms.
• Provide general agency correspondence as needed.
• Provide translation (if bilingual) between clients and staff when needed.
• Provide administrative support to office manager and program staff.
• Maintain regular and timely attendance.
• Adhere to the agency’s policy regarding confidentiality.
• Maintain a positive attitude and promote a positive work environment.
• Adhere to all policies set forth in the Employee Manual.
• Have a commitment to the agency’s philosophy and the ability to translate this to others.
• Utilize a trauma informed approach when communicating with clients.
• Other office duties as deemed necessary.

Skills

Customer service

Communication skills

Multilingual translation

Education

High School Diploma

Job description

Child and Family Services recognizes the power in Diversity and believes that Equity is a Human Right.

$1 per hour Language Differential! (eligible languages include: Cape Verdean Creole, Haitian Creole, Portuguese, Spanish or ASL)

Child & Family Services carefully considers a wide range of factors when determining compensation including, but not limited to, prior experience, education, certification(s), license(s), skills and expertise, location, internal equity and other factors that are job related and consistent with business need. Our goal is to support, reward and compensate the entire individual. Depending on role eligibility, your offer may include a bonus or other incentives. Therefore, final offer amounts may vary from the amount stated.

Job Responsibilities & Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Provide accurate information regarding agency policy, procedures, and service options when inquiries are made by potential new clients and community resources and services providers.
• Act as the immediate liaison between all clients, clinic visitors and agency staff.
• Possess excellent customer service and interpersonal skills.
• Assist in connecting visitors with Open Access services, when requested.
• Maintain accurate information on all clients in the agency in the agency electronic health records including demographics, history of service and insurance data, in addition to service status.
• Scanning and uploading documents, intake packets, etc. into the medical record for all programs at the assigned office location.
• Assist clients with accessing transportation.
• Maintain a positive working relationship with agency staff, supervisors, and community contacts.
• Collect co-payment from clients as well as outstanding accounts for all.
• Schedule client appointments and notify/document cancellations.
• Maintain agency records within procedural requirements.
• Maintain current knowledge related to rules and regulations governing confidentiality of medical records including but not limited to HIPAA.
• Answer incoming calls and route caller to appropriate staff.
• Maintain and update information at front desk, including waiting room Information and notices, frequently used forms, and resources and information.
• Be knowledgeable of new programs (or changes in existing programs), activities, and groups.
• Maintain mailboxes and process incoming/outgoing mail and faxes, including notifying appropriate staff of incoming deliveries and ensuring outgoing mail has appropriate postage.
• Complete office and program supply orders, including unpacking, stocking, and organizing the supplies when delivered.
• Clean and disinfect the tables and chairs in the waiting and evaluation rooms.
• Provide general agency correspondence as needed.
• Provide translation (if bilingual) between clients and staff when needed.
• Provide administrative support to office manager and program staff.
• Maintain regular and timely attendance.
• Adhere to the agency’s policy regarding confidentiality.
• Maintain a positive attitude and promote a positive work environment.
• Adhere to all policies set forth in the Employee Manual.
• Have a commitment to the agency’s philosophy and the ability to translate this to others.
• Utilize a trauma informed approach when communicating with clients.
• Other office duties as deemed necessary.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Qualifications

Required Education and Experience

High School Diploma or equivalent experience required.

Cultural Competency Qualifications:

• Awareness of personal attitudes, beliefs, biases, and assumptions about others
• Knowledge of the various dimensions of diversity, including gender, race, and ethnicity
• Acknowledging that people from other cultural groups may not share the same beliefs and practices or perceive experiences in the same way
• Cultural knowledge of key populations that will be served to address disparities in service delivery
• Demonstrates positive attitudes towards cultural differences by showing respect and openness towards people whose social and cultural background is different from one's own
• Demonstrates skills for communication and interaction across cultures, including the ability to recognize and manage personal behaviors, moods, and impulses to create an inclusive, equitable, and welcoming climate within the agency
• Benefit eligible at 20+ hours per week
• Medical – Harvard Pilgrim/HealthPlans Inc.
• Dental – Delta Dental of MA
• Vision - EyeMed
• Wellworks for You (Employee Wellness)
• 2 weeks’ vacation accrued over 1st year, 3 weeks after 3 years, 4 weeks after 5 years and 5 weeks after 20 years
• 12 Sick Days, 10Paid Holidays, and 2 Personal Days per year
• Tuition reimbursement – Up to $1,500 per calendar year
• Professional Licensure reimbursement (LICSW, LMHC)
• Flexible spending accounts – save on medical expenses and dependent care!
• 401K – CFS matches first 1% at 100%; 2%-6% of annual earnings are matched at 50%
• 100% Employer paid Life Insurance
• 100% Employer paid Long Term Disability and AD&D
• 24-hour travel assistance, mileage reimbursement, discounted Healthtrax gym membership, and employee appreciation events!

Child and Family Services, Inc. values a diverse workplace and strongly encourages applicants from the BIPOC, LGBTQ+, AAPI, Hispanic, Latinx and Veteran communities to apply for employment. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, citizenship, age, gender, sex,( including gender identity, sexual orientation, and pregnancy) disability status, protected veteran status, or any other characteristic protected by law.