O/P County Funded Services - Administrative Assistant

CATCH Inc.; Philadelphia (Philadelphia County); On-site; USD 34,000 - 48,000; Full time

Job summary

CATCH Inc. in Philadelphia is seeking an Administrative Assistant to greet visitors, answer and route calls, schedule appointments, and maintain consumer records at the Reed Street OutPatient location.

This full-time, dayshift role requires strong organizational and communication skills, the ability to work independently, and strict confidentiality of health information in line with HIPAA and related regulations.

Qualifications

• Associate Degree with one-year of clerical supervision experience, or High School Diploma with three years in customer service/medical office.
• Proficiency in MS Word and MS Excel required.
• Excellent interpersonal and communication skills; ability to work with minimal supervision.

Responsibilities

• Greet visitors and callers; route to appropriate staff.
• Schedule appointments and assist with intakes.
• Maintain consumer records and process medical documents.
• Perform daily registration and intake tasks; ensure accuracy of charts.
• Order, restock, and manage office supplies and inventory.
• Ensure confidentiality of records per HIPAA and related laws.

Skills

MS Word

MS Excel

Electronic health records

Interpersonal skills

Customer service

Time management

Education

Associate Degree

High School Diploma with 3 years experience

Job description

O/P County Funded Services - Administrative Assistant

1400 Reed Street, 1400 Reed Street, Philadelphia, Pennsylvania, United States of America

Job Description

Posted Tuesday, August 25, 2026 at 4:00 AM

Role and Responsibilities

The consumer representative performs multiple duties including greeting consumers and visitors, answering and routing calls, scheduling appointments, assisting with intakes, maintain consumer records, as well as reviews required documentation and checks eligibility. More importantly, the consumer Rep supports the mission and the vision of the Department.

Brief Outline of Duties:

• Greets all visitors to the facility and directs them appropriately.
• Greets consumers and visitors in a prompt, pleasant, and helpful manner in person and on the telephone.
• Answers the telephone and makes appointments or responds to inquiries.
• Communicates with the clinical staff regarding consumers' visits.
• Assist with processing medical records.
• Process new and discharged consumer charts.
• Conduct daily reminder calls for all upcoming doctors' appointments.
• Complete daily registration forms for potential clients via phone or face-to-face as needed.
• Order, restock, and maintain office supplies and inventory.
• Conducts inventory control and oversees distribution of agency forms.
• Open, maintain, and conduct administrative quality control of clinical charts.
• Manage the influx of consumer inquiries and assigning as needed.
• Support Office Manager with technical issues and implementation of front office procedures.
• Maintains consumers' confidentiality with HIPPA and other federal, state, and local regulations as stated in the policies and procedures manual.
• Answers inquiries of consumers and public in person or via telephone regarding regulations and services; refers inquiries to appropriate person or department.
• Acting as back up, handling all consumer and facility issues when supervisor or manager is away.
• Other duties assigned by Office Manager and/or Director.

Knowledge, Skills, and Abilities:

• Has knowledge of computer software such as MS Word, MS Excel, and electronic health records.
• Has exceptional interpersonal and customer service skills.
• Able to work independently with little to no supervision but uses available resources for problem resolution as indicated by circumstances or need.
• Able to efficiently manage time; Completes assignments within a timely manner.
• Work collaboratively with team members to assure optimal outcomes of care and service.
• Keeps supervisor or manager informed of work-related issues at all times.
• Able to adapt quickly to unanticipated changes in workflow or work process within a fast- paced office environment.
• Able to understand, carry out, and remember verbal and written instructions .

Qualifications and Education Requirements

Associate Degree with one-year experience in clerical supervision or High School Diploma with

three years' experience in customer service field and/or medical office field setting.

WORK AUTHORIZATION/SECURITY CLEARANCE (IF APPLICABLE)

Must have an acceptable PA criminal history, FBI clearance and Child Abuse clearance done prior to hire.

PREFERRED SKILLS

Attention to Detail

Ability to work with diverse individuals

Discretion

Good Verbal and Written Communication Skills

Decision Making

Time Management

Good organizational skills

Customer/Client Focus

WORK ENVIRONMENT

This job operates out of the Reed Street OutPatient location.

POSITION TYPE/EXPECTED HOURS OF WORK

This is a full-time position, dayshift, Monday through Friday.

PHYSICAL DEMANDS

Must have physical ability to: a) climb stairs; b) sit for prolong periods, carry heavy objects (up to 20lbs), kneel and bend.

CATCH Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, CATCH Inc. complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. CATCH Inc. expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of CATCH's employees to perform their job duties may result in discipline up to and including discharge.

Americans with Disabilities Act

Applicants as well as employees who are or become disabled must be able to perform the essential job functions either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.

Please note that your supervisor will receive a notification once you have applied to this position.

1400 Reed Street, 1400 Reed Street, Philadelphia, Pennsylvania, United States of America