Gilead - ADMINISTRATIVE ASSISTANT

Gilead Community Services is seeking an attentive and recovery-oriented Administrative Assistant to join our staff. About the position: The Administrative Assistant for Gilead’s New Britain area outpatient team works Monday-Friday 9:00 AM – 5:00 PM (40 hours per week) providing administrative support to the Outpatient and IOP services. This individual is the essential initial contact, providing a welcoming and knowledgeable connection for prospective clients, referral sources, and other stakeholders. This individual utilizes good judgment, effective interpersonal skills and organizational experience to perform and organize a wide range of administrative responsibilities. Requirements: High school diploma or equivalent 2 years of administrative support experience Prior experience providing administrative support, customer service, answering calls, and managing diverse administrative tasks. Experience working in a fast-paced, not-for-profit environment preferred. Knowledge of word processing and data management programs and equipment. Ability to perform effectively in stressful or crisis situations. Ability to exercise sound organizational skills in an effective yet flexible manner, prioritizing multiple tasks and meeting deadlines. Exercise sound judgment and an overall level of high energy and motivation. Must maintain and provide proof of valid driver’s license and automobile insurance in good standing Reliable use of personal vehicle as needed The pay range for this position is $22.69 - $25.21 per hour, based on years of related experience and demonstrated qualifications. Benefits: Generous paid vacation, sick, and personal time plus paid holidays Affordable, employer-sponsored medical and dental insurance (Gilead pays 88%) Employer-provided long-term disability and life insurance (Gilead pays 100%) Hands-on learning experience and supervision Scholarship, tuition reimbursement, and professional development opportunities Paid training, education, and certification as necessary (including CPR training) Responsibilities: Greet visitors and callers while ensuring superior customer service to all clients, contractors, referral sources, and other stakeholders, including problem solving with staff and clients when necessary. Answers multi-line telephone system, relays messages, and screens and directs phone calls in a timely and professional manner. Provides high level of coordination and office support to all Intensive Outpatient and Outpatient clinic (IOP/OP) personnel. Performs client phone screenings and assigned steps of the intake process. Obtains detailed clinical information face-to-face, by telephone, fax, or electronically. Tracks client intake and appointments using appropriate scheduling tools. Coordinates initial and follow-up appointments for psychiatric physicians/prescribers and overall management of doctor’s schedules. Reviews and maintains charts and files in an organized accessible manner and acquires necessary medical information to ensure proper documentation enclosed in accordance with program guidelines. Coordinates current and former client medical records requests according to Agency policy and procedure. Provides administrative support for special projects to include research, compiling data, statistical reports, and may transcribes meeting minutes if necessary. Gilead employees are held to standards and regulations set by the Department of Mental Health and Addiction Services (DMHAS) and other regulatory bodies. These standards are outlined in Gilead’s “Standards of Conduct” policy. It’s important that these standards and regulations are met through all duties performed, outcomes achieved, and conditions kept within the organization.