Wellness Office Assistant

The Arc of Central Alabama; Birmingham (AL); On-site; USD 32,000 - 42,000; Full time

Job summary

The Arc of Central Alabama is seeking a Wellness Office Assistant to provide administrative and clerical support to the Wellness division. You will help nursing and clinical staff operate efficiently, manage front-office tasks, organize health-related paperwork, and coordinate appointments for Wellness staff.

You will greet visitors, route calls, maintain confidential records, and support scheduling, supplies, and data entry.

Qualifications

• High school diploma or GED.
• Six months of administrative/clerical experience.
• Must pass statewide/criminal background check.
• Must pass pre-employment drug screen and TB testing.
• Proficiency with basic office software and phone systems.
• Strong organizational and communication skills.

Responsibilities

• Greet and assist visitors, staff, and families in the Wellness office in a professional, welcoming manner.
• Answer and route phone calls and messages for nursing and clinical staff.
• File, organize, and maintain health-related paperwork and records in accordance with confidentiality standards.
• Assist with scheduling internal meetings, appointments, and training sessions for Wellness staff.
• Prepare and distribute routine correspondence, forms, and documentation as directed by Wellness leadership.
• Order and track office and clinical supplies for the Wellness division.
• Support data entry and basic recordkeeping in office and health information systems.
• Assist Health Service Coordinators and nursing staff with administrative tasks related to appointment coordination.
• Maintain a clean, organized, and welcoming Wellness office environment.
• Support other administrative tasks as assigned by the Wellness Office Nurse Coordinator.

Skills

Organizational skills

Communication skills

MS Office

Data entry

Electronic health records

Team collaboration

Education

High school diploma or GED

Tools

Scheduling software

Electronic Health Records (EHR)

Job description

Description

The Wellness Office Assistant provides administrative and clerical support to the Wellness division at The Arc of Central Alabama, helping nursing and clinical staff operate efficiently so they can focus on direct care for people served. This role manages front-office tasks, files and organizes health-related paperwork, schedules appointments, and communicates with staff, families, and visitors. Though largely behind-the-scenes, this role supports the timely, organized delivery of health services central to the organization's mission.

• Greet and assist visitors, staff, and families in the Wellness office in a professional, welcoming manner.
• Answer and route phone calls and messages for nursing and clinical staff.
• File, organize, and maintain health-related paperwork and records in accordance with confidentiality standards.
• Assist with scheduling internal meetings, appointments, and training sessions for Wellness staff.
• Prepare and distribute routine correspondence, forms, and documentation as directed by Wellness leadership.
• Order and track office and clinical supplies for the Wellness division.
• Support data entry and basic recordkeeping in office and health information systems.
• Assist Health Service Coordinators and nursing staff with administrative tasks related to appointment coordination.
• Maintain a clean, organized, and welcoming Wellness office environment.
• Support other administrative tasks as assigned by the Wellness Office Nurse Coordinator.

Description

The Wellness Office Assistant provides administrative and clerical support to the Wellness division at The Arc of Central Alabama, helping nursing and clinical staff operate efficiently so they can focus on direct care for people served. This role manages front-office tasks, files and organizes health-related paperwork, schedules appointments, and communicates with staff, families, and visitors. Though largely behind-the-scenes, this role supports the timely, organized delivery of health services central to the organization's mission.

Essential Duties And Responsibilities

• Greet and assist visitors, staff, and families in the Wellness office in a professional, welcoming manner.
• Answer and route phone calls and messages for nursing and clinical staff.
• File, organize, and maintain health-related paperwork and records in accordance with confidentiality standards.
• Assist with scheduling internal meetings, appointments, and training sessions for Wellness staff.
• Prepare and distribute routine correspondence, forms, and documentation as directed by Wellness leadership.
• Order and track office and clinical supplies for the Wellness division.
• Support data entry and basic recordkeeping in office and health information systems.
• Assist Health Service Coordinators and nursing staff with administrative tasks related to appointment coordination.
• Maintain a clean, organized, and welcoming Wellness office environment.
• Support other administrative tasks as assigned by the Wellness Office Nurse Coordinator.

Preferred IDD-Focused Responsibilities

• Support the Wellness division's mission by ensuring administrative processes run smoothly, indirectly benefiting people served.
• Interact respectfully and patiently with people served, families, and guardians who visit or contact the Wellness office.
• Maintain confidentiality and dignity when handling health-related paperwork and communications.
• Support timely scheduling and communication that helps people served access health services without delay.
• Reinforce a welcoming, person-centered tone in all front-office interactions.

Minimum Qualifications

• High school diploma or GED.
• Minimum of six (6) months of experience in an administrative, clerical, or office support role.
• Must pass a statewide/criminal background check confirming no convictions for any crime of violence, abuse, neglect, exploitation, or any felony offense.
• Must pass a pre-employment drug screen and TB testing as required.
• Proficiency with basic office software (word processing, spreadsheets, email) and phone systems.
• Strong organizational and communication skills.

Preferred Qualifications

• Experience in a medical office, clinic, or healthcare administrative setting.
• Familiarity with confidentiality requirements for health information (HIPAA).
• Experience with electronic health records or scheduling software.
• Prior experience in a nonprofit or human services environment.

Knowledge, Skills & Abilities (KSAs)

• Knowledge of basic office administration and clerical procedures.
• Knowledge of confidentiality standards for health-related information.
• Skill in customer service and professional communication.
• Skill in organization, filing, and data entry accuracy.
• Ability to manage multiple administrative tasks and interruptions.
• Ability to work collaboratively with nursing and clinical staff.
• Ability to maintain a welcoming, respectful office environment.

Physical & Essential Functions

• Primarily sedentary office work involving extended computer, phone, and desk use.
• Occasional lifting of files or supplies up to 15 lbs.
• Manual dexterity for data entry and filing.
• Visual and auditory acuity for office communication and documentation tasks.

Work Environment

• Administrative office setting within the Wellness division.
• Regular interaction with staff, visitors, and families by phone and in person.
• Standard business hours with occasional flexibility for office coverage needs.
• Fast-paced, detail-oriented front-office environment.

Requirements

Education

• High school diploma or equivalent required.
• Experience with medical records, pharmacy coordination, and office administration is preferred.

Experience

• Prior experience in a healthcare or office setting is preferred.

Skills & Competencies

• Strong organizational skills and attention to detail.
• Ability to multitask in a fast-paced healthcare environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with electronic health record systems.
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively.

Working Conditions

• Prolonged periods sitting at a desk and working on a computer.
• Frequent use of office equipment including phone, fax, printer, and scanner.
• Occasional lifting of up to 25 pounds.
• Work is primarily performed in an office environment.

Diversity, Inclusion, and Equal Opportunity Statement

The Arc of Central Alabama is an Equal Opportunity Employer. We are committed to fostering a diverse and inclusive workplace where all individuals are treated with respect and dignity. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability, genetic information, marital status, or any other protected status under federal or state law. We provide reasonable accommodations for qualified individuals with disabilities and encourage veterans and individuals from underrepresented communities to apply.