Administrative Jobs in Woburn, MA (Now Hiring) — 68 open — Page 4

General Description          

Responsible for various activities in the office, including filing, answering the phone, and organizing documents. Reliability and a strong work ethic combined with great communication skills are a must, as well as familiarity with all necessary office equipment, software, and procedures.  

Tasks & Responsibilities 

• A. Essential Duties 
  • Greet clients and maintain a positive office atmosphere. 
  • Answer the phone, take messages, and redirect calls to appropriate staff. 
  • Outreach to clients for group and clinical services. 
  • Organize and maintain forms and records, update when necessary. 
  • Create and maintain updated documents and spreadsheets. 
  • Oversee sorting and distribution of incoming mail. 
  • Appointment confirmations 
  • Coordinate scheduled intakes. 
  • Create charts for incoming intakes. 
  • Coordinate group schedules. 
  • Run weekly excel reports to send out to clinical departments.
  • Assist providers with pharmacy communications. 
  • Maintain centralized scheduling for clinical and medical departments. 
  • Prepare outgoing mail (envelopes, packages, etc.) 
  • Operate office equipment, such as photocopier, printers, etc. 
  • Perform inventory of office supplies and order what is needed.
• B. Additional Duties 
  • Assists and covers other staff when necessary to maintain high productivity and efficiency in the department.  
  • As the company continues to grow, additional responsibilities that are essential for the department to be successful will be assigned accordingly.  
• C. Interpersonal Relations
  • Create Meaningful Connections: Demonstrates ability to function effectively as a part of team. Uses outstanding oral and written communication with employees at all levels of the business for support and sharing of information.   
  • Take Accountability: Take constructive feedback and prevent discourse among our peers. 
  • Live in the Solution: Critically thinking should be the solution when problems arise. Having the ability to accept constructive criticism well in an open and non-defensive manner.  
  • Be Professional: Wear business casual attire (please see dress code policy). 

Competencies 

• Adaptability 
• Customer Service 
• Decision Making 
• Dependability 
• Ethics 
• Interpersonal Skills 
• Job Knowledge 
• Conflict Management 
• Organizational Skills 
• Productivity 
• Self-Development 
• Teamwork

Performance Standards & Measurement 

• Compliance with essential and incidental duties; compliance with company policies and procedures.   
• Compliance with state and federal laws and regulations applicable to the business.  

Equipment, Tools & Machines 

• Use of computer, telephone, and other office equipment such as a printer and fax.  
• Use of company network and email domain.  

Working Conditions 

• Air conditioned and well-illuminated office environment and outdoor environment.  
• May have several responsibilities at once.  Interaction with others is constant and can be interruptive.   
• Work may be stressful at times due to high level workflow. 
• Availability to work flexible hours including weekends, holidays, and evenings as is required to comply with the purpose of the job and accommodate client needs.  
• Participates in educational training, orientations, or compliance programs as needed to maintain competency.  
• If you must leave your employment with our company, we request employees to give us at least 14 days resignation notice in writing.

Demands  

• Enthusiastic self-starter operating with sustained energy and showing great initiative. 
• Comfort working with a diverse base of support, including members, employers, providers, colleagues, community leaders, volunteers, non-profit organizations, vendors, etc.  
• Excellent interpersonal and communication skills, including ability to read, write, spell in English legibly and without excessive grammatical or communication errors.  
• Talk and hear both by person and by telephone; ability to speak clearly and effectively using proper grammar before patients, employees and business partners, among others.  
• Excellent organizational skills.  
• Accepts constructive criticism well in an open and non-defensive manner.  
• Ability to manage conflicting priorities.  Ability to maintain a positive work ethic and a congenial attitude in the face of a high-pressure environment.   
• Ability to function independently and with flexibility.  
• Ability to work under pressure, handle multiple tasks and interruptions.   
• Occasional lifting of moderately heavy office supplies; ability to lift supplies for community events, trade shows, conferences, and other marketing opportunities applicable to the organization; ability to lift, push or pull up to 50lbs.  
• Ability to sit, stand, or walk for extended periods of time. 
• Must have strong computer skills to meet Microsoft Office and Electronic Health Record software requirements.  

Qualifications  

• Education:  
  • High school diploma or equivalent
• Experience:  
  • Successful work experience in a front office setting or in another clerical position. 
  • Strong working knowledge of office procedures and basic accounting principles. 
  • Ability to effectively use and maintain office equipment. 
  • Computer literate: Microsoft Office (Excel, Word, and PowerPoint) required.  
• Required licenses or certifications: 
  • Current CPR Certification, highly desirable 
  • Narcan Certified, highly desirable