Site Content

 Overview

Family 1st Counseling Center Inc. is looking for an organized and goal-oriented Office Administrator to keep our business operations running smoothly. Beyond greeting office visitors and answering phone calls and emails, you’ll also have the opportunity to help shape the way we run our office.

A great Office Administrator should have strong organizational skills to track, manage and store client information and other important company details. It’s also important for them to have great task management skills to effectively prioritize the many responsibilities they must complete each day. 

Strong candidates should also have impressive verbal and written communication skills to greet clients, interact with staff members, proofread certain documents and type up documents. Good Office Administrators should also have basic knowledge and understanding of office environments and how they function.

Technology Skills: 

• Medical software — Client information database systems; Patient electronic medical record EMR software 

• Office suite software — Microsoft Office, PowerPoint, Excel, Word 

• Google Apps

• Microsoft Internet Explorer; Netscape Navigator; Web browser software, Chrome 

Duties: 

• Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
• Answer telephones, direct calls, and take messages.
• Communicate with customers, employees, and other individuals to answer questions, disseminate, or explain information, take orders, and address complaints.
• Maintain and update filing, inventory, mailing, and database systems, either      manually or using a computer.
• Compile, copy, sort, and file records of office activities, business transactions, and other activities.
• Review files, records, and other documents to obtain information to respond to requests.
• Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.
• Compute, record, and proofread data and other information, such as records or reports.
• Complete work schedules, manage calendars, and arrange appointments.
• Type, format, proofread, and edit correspondence and other documents, from notes or dictating machines, using computers or typewriters.
• Inventory and order materials, supplies, and services.
• Deliver messages and run errands.
• Collect, count, and disburse money, do basic bookkeeping, and complete banking transactions.
• Complete and mail bills, contracts, policies, invoices, or checks.
• Process and prepare documents, such as business or government forms and expense reports.
• Monitor and direct the work of lower-level clerks.
• Prepare meeting agendas, attend meetings, and record and transcribe minutes.
• Train other staff members to perform work activities, such as using computer applications.
• Make travel arrangements for office personnel.
• Troubleshoot problems involving office equipment, such as computer hardware and software.
• Position will change as needed upon supervisor discretion. 

Requirements 

Required Skills/Abilities:

• Strong management and customer service skills.
• Demonstrated understanding of the health care environment.
• Excellent communication skills.
• Comfortable interacting with senior level leadership.
• Ability to define priorities and to assign resources in pursuit of short- and      long-term goals.

Education and Experience:

• Bachelor’s degree or 2-3 years related experience.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.