Administrative Assistant Job at Aston Carter in Hartford

Hiring for an Administrative Assistant in Hartford!

Provides general administrative support and customer service to applicable organization programs. Understands and ensures confidentiality and timeliness is provided for requests. Supports managers and employees in a variety of tasks. Communicates efficiently and effectively to ensure the proper delivery and transfer of information.

Responsibilities:

• Greet all clients and visitors in a professional and courteous manner. Notify appropriate staff of visitor arrival and provide assistance and directions as needed.
• Answer calls for assigned programs and provide reminder calls before appointments.
• Receive and process referrals, facilitate scheduling, and set up translation services if needed.
• Complete Intake and Admissions process, coordinate all new admission paperwork for clients, and verify and record necessary personal information.
• Manage check-in/check-out process for clients and schedule client assessments and appointments.
• Professionally interact with clients to provide and process information in response to inquiries and concerns, including requests for additional information related to agency programs and services.
• Disseminate and distribute all agency faxes and other forms of communication.
• Monitor reception/waiting area to ensure cleanliness and client safety.
• Provide information to service providers.
• Maintain communication with the Records department regarding medical records.
• Perform monthly data entry for program evaluation and quality assurance.
• Create assessment packets and other materials.
• Complete ordering of program supplies.
• Provide administrative support and back-up for other agency departments and sites.
• Perform any other tasks or special projects as assigned.

Essential Skills:

• Minimum of two to three years of customer service experience.
• Excellent telephone and verbal communication skills.
• Sound knowledge of office/telephone etiquette and customer service principles and practices.
• Proficient in the Microsoft suite (Outlook, Word, Excel).
• Detail oriented with the ability to multi-task and complete a large volume of work.
• Accurate typing skills and ability to create grammatically correct written correspondence.
• Ability to work in a team environment and culturally competent to work with diverse populations.
• General office skills including filing, organizing, and scheduling.
• Maintain confidentiality of information with knowledge of federal HIPPA laws.
• Must be punctual and flexible.

Additional Skills & Qualifications:

• Bilingual (English/Spanish) preferred.
• Familiarity with an EHR (Electronic Health Record) and experience with other client-based applications is a plus.
• Must be able to travel between Village and other sites.
• Physically able to perform the essential functions of the position, with or without reasonable accommodations.

Work Environment:

This is a fast-paced environment where you must multitask effectively. You may need to check in clients, verify their insurance, and schedule appointments simultaneously. Being able to handle pressure and maintain professionalism is crucial, as you will occasionally interact with irate individuals. The organization is a non-profit, offering a rewarding opportunity to help people.

Job Type & Location:

This is a Contract to Hire position based out of Hartford, CT.

Pay and Benefits:

The pay range for this position is $20.00 - $20.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type:

This is a fully onsite position in Hartford,CT.

Application Deadline:

This position is anticipated to close on Dec 31, 2025.