Administrative Assistant

Administrative Assistant in Hartford

Provide general administrative support and customer service to organizational programs. Maintain confidentiality and ensure timely handling of requests. Support managers and employees in various tasks while communicating efficiently and effectively to ensure proper delivery and transfer of information.

Responsibilities:

• Greet clients and visitors professionally and courteously, notifying appropriate staff of arrivals and providing assistance and directions as needed.
• Answer calls for assigned programs and provide reminder calls before appointments.
• Receive and process referrals, facilitate scheduling, and set up translation services if needed.
• Complete the Intake and Admissions process, coordinating all new admission paperwork for clients and verifying and recording necessary personal information.
• Manage the check-in/check-out process for clients and schedule client assessments and appointments.
• Interact professionally with clients to provide and process information in response to inquiries and concerns, including requests for additional information related to agency programs and services.
• Disseminate and distribute all agency faxes and other forms of communication.
• Monitor the reception/waiting area to ensure cleanliness and client safety.
• Provide information to service providers and maintain communication with the Records department regarding medical records.
• Perform monthly data entry for program evaluation and quality assurance.
• Create assessment packets and other materials.
• Order program supplies.
• Provide administrative support and back-up for other agency departments and sites.
• Perform any other tasks or special projects as assigned.

Essential Skills:

• A minimum of two to three years of customer service experience.
• Excellent telephone and verbal communication skills.
• Sound knowledge of office/telephone etiquette and customer service principles and practices.
• Proficiency in Microsoft Office suite (Outlook, Word, Excel).
• Familiarity with Electronic Health Records (EHR) and client-based applications.
• Bilingual proficiency in English/Spanish is preferred.
• Ability to adapt to change and meet demands of the work environment.
• Detail-oriented with the ability to multitask and handle a large volume of work.
• Accurate typing skills and ability to create grammatically correct written correspondence.
• Ability to work in a team environment and maintain confidentiality of information.
• Cultural competence to work with diverse populations.
• Sound judgment and punctuality.
• Flexibility and ability to travel between various sites.
• Physically able to perform essential functions with or without reasonable accommodations.

Additional Skills & Qualifications:

• General office skills including filing, organizing, and scheduling.
• Knowledge of federal HIPAA laws.
• Thick skin to handle interactions with irate individuals.

Work Environment:

The work environment is fast-paced, requiring the ability to multitask effectively. You will need to manage client check-ins, verify insurance, and handle scheduling for appointments, including Zoom calls with psychiatrists. Strong interpersonal skills are essential for dealing with challenging interactions. The organization is a non-profit, offering rewarding opportunities to help people.

Job Type & Location:

This is a Contract to Hire position based out of Hartford, Connecticut.

Pay and Benefits:

The pay range for this position is $17.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type:

This is a fully onsite position in Hartford,CT.

Application Deadline:

This position is anticipated to close on Oct 8, 2025.