Outpatient Secretary

Job Summary

The Outpatient Secretary will serve as a key point of contact, professionally managing incoming calls and providing referrals to appropriate resources. This role involves maintaining client relationships, managing appointment calendars, performing clerical tasks, and overseeing office operations while ensuring compliance with ethical standards and safety protocols. The Outpatient Secretary will also be responsible for maintaining office supplies, managing the client database, and handling financial reports, contributing to a smooth and efficient office environment.

Duties & Responsibilities

• Answers incoming phone calls professionally, providing responsible referrals to appropriate agency or community resources.
• Maintains a positive, professional relationship with clients, guests, and staff, ensuring a cordial and helpful office environment.
• Manages appointment calendars and counselors’ schedules to ensure smooth operations.
• Performs clerical tasks such as typing correspondence, filing, and other administrative duties.
• Maintains adequate supplies of office materials, including forms and intake packets, and follow procedures for ordering additional items as needed.
• Ensures security and organization of the client database, conducting regular quality assurance checks.
• Oversees office opening and closing procedures, ensuring they are followed correctly.
• Upholds professional ethics and client confidentiality, including knowledge of client rights and grievance procedures.
• Prepares daily cash reports and handles petty cash management for the office, if applicable.
• Enters client satisfaction surveys on a monthly basis and compiles results for review.
• Acquires and maintains UCI numbers for clients through the county ADAMHS Board.
• Ensures the office environment is maintained properly and assists with drug screening procedures as part of the Drug Free Safety Program.
• Acts as the designated Safety Officer for the location, conducts monthly safety drills, tests panic buttons, and completes quarterly safety checklists.
• Handles day-to-day office management responsibilities, ensuring smooth daily operations.

Chardon Location Specific:

• Provides administrative support for the Mike Link Driver Intervention Program,
• Performs quality assurance tasks such as tabulating scores from pre/post-tests, client satisfaction surveys, compiling data into spreadsheets, and creating charts/graphs for performance analysis.
• Prepares quarterly and year-end quality assurance and performance improvement reports for the Mike Link Driver Intervention Program.

Qualifications

• High school diploma or equivalent required; previous secretarial experience preferred.
• Excellent customer service and interpersonal skills, with the ability to communicate effectively with clients, staff, and referral sources.
• Ability to operate basic office equipment; proficient in Microsoft Office and other computer software.
• Strong organizational skills with the ability to prioritize tasks in a fast-paced clinical and clerical environment.
• Flexibility to work evenings, weekends, and off-site at other agency locations as needed.
• Minimum two-year personal recovery program required, if applicable.

Background Check and Alcohol and Drug Screen required.

Pay: $14.50 – $19.00 per hour

Benefits: Dental insurance, Disability insurance, Health insurance, Life insurance, Paid Time Off, Professional development assistance, Referral program, Retirement plan, Tuition Reimbursement, Vision insurance, EAP