Administrative Support Staff

Child & Family Services, Inc.; Plymouth (MA); On-site; USD 34,000 - 42,000; Full time

Job summary

Child & Family Services, Inc. in Plymouth, MA seeks an Administrative Support professional to join a multidisciplinary team and ensure a safe environment for clients. Responsibilities include front desk duties, information dissemination, data entry into the EHR, and coordinating Open Access services.

The role emphasizes strong customer service, confidentiality under HIPAA, and collaboration with office staff to maintain organized records and efficient operations.

Qualifications

• Customer service and interpersonal skills required.
• Experience at a front desk or reception is a plus.
• Ability to manage information accurately and discreetly.

Responsibilities

• Provide accurate information regarding agency policy and service options to clients and partners.
• Act as liaison between clients, clinic visitors and agency staff.
• Maintain accurate client information in the agency EHR with demographics and service history.
• Scan and upload documents into the medical record for all programs at the office location.
• Assist clients with transportation access and scheduling of appointments.
• Maintain front desk information, waiting room notices, and office forms.
• Provide translation between clients and staff when needed (if bilingual).
• Support office manager and program staff with administrative tasks.

Skills

Customer service

Front desk

Communication

Data entry

Tools

EHR (electronic health records)

Job description

The Administrative Support professional works as a member of a multi-disciplinary team to provide quality service and maintenance of a safe environment for all clients. The Administrative Support Staff is responsible for assisting clients manage their services with the Community Behavioral Health Center and Outreach Programs at assigned office location
SCHEDULE: Mon 9-5:30, Tue 9-5:30, Wed 11:30-8, Thu 9-5:30, Fri 9-5:30
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.