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Why Join United Counseling Service
For over 65 years, UCS has been providing exceptional and thoughtful
care to individuals and families in our community through programs,
services, and educational opportunities. Our staff includes positions
such as administration, clinicians, nurses, teachers, case managers,
psychiatrists, and direct support providers who work within our 15
facilities to support over 3,000 individuals annually. We are proud to
be part of Vermont Care Partners, a network of sixteen agencies that
provide mental health, substance use disorder, and
developmental-disability services and supports in every county in
Vermont. We are looking for team players to join us in making a
difference in the lives of others and building a stronger community.
- Career development opportunities
- Generous Benefits
- Health, Dental and Vison Insurance
- Retirement Plan with employer match
- Paid Vacation and Sick leave
- Competitive Pay
- Award winning worksite wellness program
- An inclusive workplace supported by an active Equity and Inclusion
committee
- Employee Assistance Program
- Rewarding experience making a difference in the community
- Smart casual dress code
- Flexible working options may be available
Qualifications:
- High School Diploma or Equivalent
- Advanced office knowledge and 1 year of administrative experience
working in a front desk, support capacity
- Valid Driver\'s License
We believe a dynamic and inclusive workforce will strengthen our
organization and enhance the services we provide. Therefore, it is our
goal to hire a diverse workforce and cultivate a culture where our
employees feel accepted and included, hold a valued place within our
organization and are equally able to contribute to their fullest extent,
assisting in fulfilling our mission of building a stronger community.
Requirements
The Office Administrator provides support services to the administrative
and clinical staff of the agency. This position provides exceptional
customer service to internal and external customers. The Office
Administrator possesses clear communication skills, office proficiency,
organization skills, and attention to detail as well as the ability to
work in a team environment.
Major Responsibilities
RECEPTIONIST/CALL CENTER:The Office Administrator isResponsible for
greeting clients, guests, and staff in an appropriate manner. Answers
incoming calls, calmly assesses the need of the caller, and
appropriately routes incoming calls, taking messages when necessary. May
place outgoing calls as appropriate.
CLIENT AND STAFF ENGAGEMENT:The Office Administrator Checks in all
clients as they present for their appointments using the electronic
health record. Collects fees and enters payments into the electronic
health record. Routinely asks for and updates client information
including phone number, email and physical address and insurance
coverage in the electronic health record. Sets up onsite telehealth
appointments as appropriate. Notifies providers that their clients have
arrived. Provides administrative support for programs that are site
specific. Supervises lobby and waiting room area assuring minimal wait
time for clients accessing services. Maintains balanced change level in
cash drawer.
BUILDING HEALTH AND SAFETY:The Office Administrator Acts as a member
of the Health and Safety Committee, conducts monthly safety drills for
the building, ensuring staff and client safety. Performs monthly pendant
tests, recording the information into the pendant test log. Works
closely with facilities regarding building and safety related concerns
such as pest control, SDS, reporting any hazards or concerns. Maintains
the first aid kit, performing mon hly checks.
SCHEDULING:The Office Administrator is schedules clinical
appointments for providers in the electronic medical record. This
includes reviewing scheduling reports and resolving scheduling
conflicts. Follows all scheduling guidelines as specified in the agency
process and in alignment with KPI.
CLERICAL:The Office Administrator Provides clerical support for
agency staff, prepares materials including, but not limited to,
management reports; meeting minutes; correspondence; mailing lists;
agendas and agency forms. Works in cooperation with the administrative
services staff to assure the smooth running of the office systems.
Prepares and maintains both paper and electronic files. Files, copies,
and faxes materials as needed. Disseminates information both in-house
and outside, as appropriate. Sorts and processes mail and compiles
information for the completion of projects and reports. Completes client
appointment text/phone call reminders and reviews appointment status to
ensure all appointments are noted appropriately in the electronic
medical record.
Provides clerical supp