Description

Anchor Behavioral Solutions (ABS) is seeking an ambitious and motivated individual to join our team as an Administrative Assistant. This role provides direct administrative support to the Director of Finance and Recruiting, and plays an integral role in supporting both the financial and recruiting operations of the organization.

The ideal candidate is highly organized, professional, detail-oriented, and comfortable assisting with administrative, finance-related, and recruiting functions as needed. Candidates should be confident communicating with applicants and staff, handling sensitive information confidentially, and working with basic financial and billing processes. 

Key Requirements:

• Provide administrative support to ensure efficient operation of the office
• Serve as administrative support to the Director of Finance and Recruiting
• Answer and direct phone calls, emails, and office correspondence professionally
• Provide general support to visitors and staff
• Maintain calendars, coordinate meetings, and take detailed meeting minutes
• Complete operational requirements by scheduling and assigning administrative projects and expediting work results
• Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities
• Ensure the operation of equipment by completing preventative maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques
• Provide information by answering questions and requests
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies
• Plan/Coordinate meetings and take detailed minutes
• Write and distribute emails, correspondence memos, letters, faxes, and forms
• Act as a point of contact for staff
• Liaise with executive and senior administrative assistants to handle requests and queries from senior management
• Contribute to team effort by accomplishing related results as needed
• Complete additional administrative, recruitment, and clerical tasks when needed/as assigned

Recruiting:

• Assisting the Director of Finance and Recruiting with recruiting efforts
• Screen candidates via phone and conduct initial outreach to applicants
• Schedule interviews and maintain communication with candidates throughout the hiring process
• Follow up with caniddates regarding application status and next steps

Finance & Billing:

• Preparing and processing invoices for customers
• Reviewing billing adjustments and resubmitting claims as needed
• Accurately logging payments received from providers and customers while maintaining current records and balances
• Maintaining current records, including billing addresses, contacting customers as needed
• Completing data entry tasks and developing and maintaining excel spreadsheets
• Communicate effectively with department leaders that play an essential role in billing functions
• Maintain confidentiality of company and consumer data throughout business ordeals

Requirements

Minimum Qualifications:

• Computer skills, proficient with MS Office applications (Word, Excel, PowerPoint, and Access)
• Strong attention to detail and comfort working with numbers and mathematical calculations
• Outgoing, engaging personality
• Strong organizational skills
• Excellent verbal and written communication skills
• Excellent interpersonal skills
• Excellent multi-tasking abilities
• Previous successful experience in an office environment
• Professionalism while collaborating with varying managerial levels as well as other staff
• Good time-management skills with a problem-solving attitude

Additional Skills:

• Strong attention to detail
• Ability to express ideas succinctly, both orally and in writing
• Ability to work independently
• Ability to maintain confidentiality
• Ability to effectively interact with the business and healthcare industry and internal and external team members
• Ability to implement standard office procedures/practices and operate office equipment

Preferred skills and qualifications:

• College degree or equivalent
• Previous success in office management
• Experience managing budgets and expenses
• Experience developing internal processes and filing systems
• Comfortable handling confidential information

Summary

This is an in-person position, with the admin assistant reporting to West Orange, NJ 07052