Secretary Mental Health Office

$41,974 - $50,024/Yr

Code 1 Wellness - Adrian, MO

Full-time - Entry Level

Adrian, MO

Ambulatory Health Care Services

About the position

Code 1 Wellness is seeking a dedicated and organized Secretary for our front desk. The ideal candidate will be responsible for various clerical and administrative tasks to ensure the smooth operation of our office. This role requires excellent organizational skills, multitasking ability, and a solid understanding of mental health practices. The Secretary will play a crucial role in creating a welcoming environment for clients and visitors, managing front desk operations, and supporting the overall functionality of the office. Key responsibilities include greeting and assisting clients and visitors upon arrival, answering and directing incoming calls professionally, and managing the office's front desk activities. The Secretary will also perform general clerical duties such as photocopying, faxing, mailing, and filing, while maintaining office supplies inventory and handling incoming and outgoing mail. Scheduling and coordination of appointments for clients and staff, as well as organizing meetings and maintaining the office calendar, are essential tasks for this position. In addition to these responsibilities, the Secretary will ensure that the front desk and reception area are clean and organized, assist with office maintenance tasks, and coordinate with cleaning and maintenance services as needed. Documentation and filing of client records must be maintained in compliance with HIPAA regulations, and the Secretary will provide information and support to clients regarding Code 1 Wellness services. This position also involves assisting with special projects and participating in staff meetings and training sessions as required.

Responsibilities

• Greeting and assisting clients and visitors upon arrival.
• Answering and directing incoming calls professionally and courteously.
• Managing the office's front desk activities, ensuring a welcoming and efficient environment.
• Performing general clerical duties, including photocopying, faxing, mailing, and filing.
• Maintaining office supplies inventory and placing orders when necessary.
• Handling incoming and outgoing mail and packages.
• Scheduling and confirming appointments for clients and staff.
• Coordinating meetings and maintaining the office calendar.
• Assisting in organizing and preparing for meetings, including setting up conference rooms and arranging refreshments.
• Ensuring the front desk and reception area are clean, organized, and presentable.
• Assisting with office maintenance tasks and reporting issues to the Office Manager.
• Coordinating with cleaning and maintenance services as needed.
• Maintaining and organizing client records and files, ensuring confidentiality and compliance with HIPAA regulations.
• Updating and managing electronic and paper filing systems.
• Providing information and support to clients regarding Code 1 Wellness services.
• Assisting clients with completing necessary forms and documentation.
• Ensuring clients feel welcomed and supported during their visit.
• Assisting with special projects and other tasks assigned by the Office Manager.
• Participating in staff meetings and training sessions as required.

Requirements

• High school diploma or equivalent; additional qualifications in office administration or related field preferred.
• Proven experience as a secretary or in a similar administrative role.
• Knowledge of mental health practices and terminology is highly desirable.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and office management software.
• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information.
• Customer service-oriented attitude and a professional appearance.

Nice-to-haves

• Experience in customer service (1 year preferred).

Benefits

• Equal opportunity employer with a commitment to diversity and inclusion.