Position Description

Title: Executive Assistant/Receptionist
Posting Date September 30, 2021	Number of Openings 1
Position Type (FLSA) Non-Exempt Employee	Payroll Status Non-Exempt
Division Administrative	Pay Rate $25.00- $35.00 per hour based upon experience
Schedule Monday- Friday Alternating Saturdays (Minimum forty-hour work week commitment) One Saturday per month requirement for Organization All Staff Meeting
LOCATION East Orange, New Jersey

Legacy Statement

Joyce Lopez & Associates, LLC. Your Life Change is an organization comprised of professional counselors, social workers, psychologists and support specialists dedicated to ensuring our clients are empowered to cope effectively with life’s adversities. We have a belief that continuous process improvement, an entrepreneurial spirit and commitment to learning are vital to the success of this Organization.  Our goal is to enhance our client’s ability to lead productive balanced and happy lives.

KNOWLEDGE/SKILLS

• Experience maintaining a front office day to day and placing supply orders
• Accurately enter data, such as demographic characteristics, history and extent of disease and treatment plans as identified
• Ability to identify local community resources for individuals experiencing mental health crises (in-patient care), homelessness and/or low income
• Ensure timely document compliance for intake and billing purposes
• Adhere to organization HIPAA guidelines when providing patient or treatment plan details
• Function efficiently in a collaborative team environment
• Proficient in computer applications such as Microsoft Word, Excel and Outlook
• Possess a high level of tolerance for individuals who present seeking services with urgent multiple needs, issues and problematic behavioral characteristics
• A commitment to continuous professional growth by actively participating and attending trainings as they become available
• Attend and participate in organization meetings and other aspects of the day-to-day operations as directed
• Willingness and confidence to integrate cutting-edge technology into all aspects of care provided
• Ability to demonstrate a non-judgmental attitude when engaging with individuals experiencing crises
• Desire to work with individuals, adolescents or families experiencing trauma
• Must be flexible and demonstrate ability to adapt and thrive in fast-paced and challenging environments.
• Effective time management skills though a demonstrated ability to prioritize roles, tasks, and deliverables
• Attention to detail when completing documentation and administrative tasks 
• Solution oriented using creative problem-solving skills

POSITION REQUIREMENTS & SPECIFIC DUTIES 

• Private practice experience preferred
• Excellent written and verbal communication skills
• Highly discreet
• Must have proficient basic English writing skills
• Must have proficient computer skills and be highly organized 
• Ability to maintain consistent in-person attendance
• Must be able to provide all services In-Person
• Excellent time management skills
• Passion for providing mental health services support 
• Adhere to Data and Compliance procedures regarding directives that include maintaining complete files and submissions
• Be the first point of contact in the collection of health information.
• Read, perform research, attend classes, workshops or seminars and participate in other professional development activities in order to maintain and enhance personal and professional skills as directed
• Complete all documentation and maintain all paperwork and other required documentation as required for compliance and accountability
• Must be flexible and demonstrate ability to adapt and thrive in fast-paced and challenging environments across a variety of office and settings.
• Additional tasks, projects, and responsibilities as assigned by Executive Leadership

MINIMUM REQUIREMENTS

• Bi-Lingual (English/Spanish) preferred
• Comfortable operating high-volume switchboard
• Demonstrated patient scheduling expertise in medical office environment
• Highly organized and effective task management skills
• Excellent advocacy skills
• Proficient critical thinking skills
• Self-starting entrepreneurial spirit
• Excellent Microsoft Excel skills
• Ability to work collaboratively in a team or independently 
• Ability to consistently meet pre-determined administrative deadlines and deliverables
• Business acumen verbal, written and presentation skills

EXPERIENCE

• 3-5+ years’ experience providing support to executive leadership in a clinical practice environment

EDUCATION

• High School Diploma or Equivalent

TRAVEL REQUIREMENT

• Travel Required: Varies, not to exceed 1% of total weekly hours when applicable; use of a personal vehicle required

REPORTS TO

• Executive Leadership

DIRECT REPORTS

• None

ACCOUNTABILITY & REVIEW

• Quarterly

PHYSICAL DEMANDS, ENVIRONMENTAL CONDITIONS, EQUIPMENT

The physical demands described here are representative of those that must be met by any Joyce Lopez Associate to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Associates may be in contact with individuals and families in crisis who may be ill, using substances, and/or not be attentive to personal health and safety for themselves. Associates may experience a number of unpleasant sensory demands associated with a client’s use of alcohol and drugs, and the lack of personal care. 

The Associate must be ready to respond quickly and effectively to many types of situations, including crisis situations and/or potentially hostile situations. The Associate is required to: Walk and climb stairs; Handle, finger, grasp, and feel objects and equipment; Reach with hands and arms; Communicate, receive, and exchange ideas and information by means of the spoken and written word; Be mobile by moving oneself from place to place quickly and easily; Repeat various motions with the wrists, hands, and fingers; Be able to have visual activity for (including, but not limited to) administrative and clerical tasks; Drive personal vehicle in and around Essex County. Be able to enter the office that may require climbing stairs; Be subjected to outside environmental conditions; Use a personal and/or laptop computer, and copy, postage and fax machines. Complete all required forms in personal writing or digitally using a computer.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. If you require an accommodation, please make sure to inform the Chief Human Resources & Administration Officer prior to signing the Service Agreement. If an accommodation is not required at the time of Service Agreement execution, but is later required, you must inform the Chief Human Resources & Administration Officer of the need for accommodation at the time it is needed.

EEO

Joyce Lopez & Associates, LLC is committed and proud to provide equal employment opportunities to all Associates and applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.