Serving Hawaii's Most Vulnerable Since 1990

ADMINISTRATIVE ASSISTANT (FRONT DESK)
Position Description
The Administrative Assistant (Front Desk) at Bobby Benson Center serves as the first point of contact for clients, families, and visitors, ensuring a welcoming and supportive environment. This role involves managing front desk operations, providing
administrative support, assisting clients, and contributing to office management tasks. This position provides administrative support to all departments as needed and directed.

Specific Duties/Responsibilities
1. Front Desk Operations:
a. Serve as the primary point of contact for all incoming calls, inquiries, and visitors, providing courteous and prompt assistance.
b. Greet clients, families, and visitors with a warm and welcoming demeanor, creating a positive first impression of the center.
c. Manage the reception area, including maintaining cleanliness, organizing reading materials, and ensuring a tidy appearance.

2. Administrative Support:
a. Assist with scheduling appointments and meetings for staff and clients, utilizing electronic scheduling systems efficiently.
b. Maintain accurate and up-to-date client records, ensuring confidentiality and compliance with privacy regulations.
c. Prepare and distribute correspondence, memos, and other documents as needed, utilizing proper formatting and attention to detail.
d. Assist with data entry tasks, including inputting client information and updating databases accurately.

3. Client Support:
a. Provide information and assistance to clients and families regarding program services, admission procedures, and available resources.
b. Assist clients with completing intake forms and paperwork, ensuring completeness and accuracy.
c. Coordinate with clinical staff to address client needs and inquiries promptly, facilitating effective communication and support.

4. Office Management:
a. Monitor inventory levels and order office supplies as needed, ensuring adequate stock for daily operations.
b. Coordinate maintenance and repairs for office equipment and facilities, promptly reporting any issues to appropriate personnel.
c. Assist with organizing and coordinating events, meetings, and workshops hosted at the center, including logistical arrangements and setup. 

Required Qualifications & Skills
1. Excellent communication skills, both verbal and written, with the ability to effectively interact with individuals from diverse backgrounds.
2. Strong interpersonal skills with a customer-focused approach, including the ability to remain calm and composed in challenging situations.
3. Exceptional organizational skills and attention to detail, with the ability to maintain accurate records and manage multiple tasks simultaneously.
4. Proficiency in Microsoft Office Suite/Google Suite (Word, Excel, Outlook) and experience with electronic scheduling systems.
5. Ability to multitask effectively and prioritize tasks in a fast-paced environment, demonstrating flexibility and adaptability.
6. Capacity to maintain confidentiality and exercise discretion in handling sensitive information, including client records and personal disclosures.
7. Compassionate and empathetic attitude towards clients and families facing challenges, with a commitment to providing support and assistance.
8. Strong problem-solving skills and the ability to proactively identify and address issues as they arise.
9. Knowledge of basic office procedures and equipment, with the willingness to learn new systems and technologies as needed.
10. Team-oriented mindset with the ability to collaborate effectively with colleagues across different departments and disciplines.

Education, Experience, and Licensing Requirements:
1. High school diploma or equivalent; associate's or bachelor's degree preferred. 
2. Proven experience in an administrative role, preferably in a healthcare or social services setting.

Dress Code
1. Business casual attire is required, reflecting a professional and approachable appearance. This may include collared shirts, blouses, slacks, skirts, dresses, or other similar attire. Closed-toe shoes are recommended for safety and required when needed.

Physical Demands (The nature of physical effort leading to physical fatigue):
1. The Administrative Assistant (Front Desk) role at Bobby Benson Center involves prolonged periods of sitting, standing, and walking, which may lead to physical fatigue, particularly in a fast-paced environment.
2. The job may require manual dexterity to operate a computer keyboard, handle paperwork, and use other office equipment, contributing to physical strain over time.
3. Occasionally, the position may involve lifting and carrying objects weighing up to 25 pounds, requiring physical exertion.
4. While the role is primarily office-based, the Administrative Assistant may need to move around the facility to assist clients, attend meetings, or perform other duties, contributing to physical activity throughout the day.