Office Administrator

Dixon Social Interactive Services, Inc.; Kinston (NC); On-site; USD 32,000 - 42,000; Full time

Job summary

Dixon Social Interactive Services, Inc. in Wilson, North Carolina is seeking an Office Administrator to keep daily operations smooth. You will manage calls, greet visitors, handle mail, and maintain records while supporting staff and visiting clients.

The role requires organizing schedules for Therapists and QPs, processing referrals, and assisting with intake and documentation. This on-site, full-time position offers a professional environment with room to grow.

Qualifications

• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency with office management software.
• Ability to maintain confidentiality.

Responsibilities

• Manage incoming calls and take accurate messages.
• Greet visitors and coordinate with staff and vendors.
• Handle mail distribution and internal correspondence.
• Maintain visitor logs and sign-in sheets.
• Assist in payroll distribution for staff and vendors.
• Oversee budgeting and ordering of supplies.
• Coordinate schedules for Therapists and QPs.
• Input consumer information into Sharenote.

Skills

Organizational skills

Multitasking

Attention to detail

Time management

Communication skills

Tools

Sharenote

Job description

The Office Administrator ensures the smooth operation of daily office activities by managing administrative tasks, maintaining records, coordinating schedules, and providing support to staff and visitors. This role plays a critical part in ensuring efficiency, organization, and a professional environment within the office.

Location:Wilson, North Carolina

Hours:Full-time, Monday – Friday 9:00AM – 5:00PM

Reporting Relationships:

• Reports To: Clinical Manager
• Positions Supervised: None

Key Responsibilities:

• Manage incoming calls, route to appropriate personnel, and take accurate messages.
• Greet and assist visitors, vendors, and clients professionally.
• Handle mail distribution and internal correspondence.
• Maintain visitor logs and employee sign-in sheets.
• Assist in payroll distribution for staff and vendors.
• Oversee budgeting and ordering of office and food supplies.
• Maintain a welcoming and organized front lobby area.
• Distribute employment applications to walk-in candidates.
• Manage schedules for Therapists and Qualified Professionals (QPs), including appointment scheduling, rescheduling, and cancellations.
• Coordinate with Clinical Directors for intake and assessments.
• Track and process referrals, ensuring accurate documentation.
• Verify consumer insurance details and complete intake screenings.
• Process and input consumer information into Sharenote.
• Request and retrieve record numbers for client files.
• Prepare and assemble new client files before submission to the Medical Records Department.
• Retrieve necessary documents from Medical Records for QPs.
• Maintain and organize client documentation.
• Complete and update NCTopps reports as needed.
• Review daily attendance logs for accuracy.
• Scan and submit Incident Reports and Grievance forms to QA/QI Management.
• Coordinate and manage weekly drug screenings.
• Perform other administrative duties as assigned.

Knowledge, Skills, Abilities, and Other Characteristics (KSAOs)

• Knowledge: Understanding of office operations, administrative procedures, and record management.
• Skills: Strong organizational and multitasking skills, attention to detail, and time management.
• Abilities: Effective problem-solving, ability to handle sensitive information with discretion, and ability to work independently or as part of a team.
• Other Characteristics: Strong work ethic, professionalism, and a customer-service-oriented mindset.

Qualifications & Requirements

• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Proficiency in office management software and tools.
• Ability to maintain confidentiality and handle sensitive information.

Work Environment & Conditions

• Standard office environment with no hazardous conditions.
• Requires extended periods of sitting, occasional lifting of office supplies, and use of a computer.
• Interaction with employees, visitors, and vendors on a regular basis.