Trauma-Informed Administrative Support Specialist

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 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.