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About the Role

Nexus Family Healing is seeking an Administrative Assistant to provide clerical, reception, administrative, and guest relations support within the assigned agency. This role serves as the first point of contact for clients and families, performing various administrative functions and supporting program areas.

Responsibilities

• Performs daily administrative functions and general office duties including word document creation, editing, saving files, copying, faxing, and responding to internal and external email communications.
• Maintains confidential client files by opening new client files and closing files at time of maturity.
• Types, formats, edits, revises, proofreads, and processes a variety of documents, forms, reports, memos, agendas, meeting minutes and reports for the assigned agency or program(s).
• Ensures agency informational and promotional materials are available, accessible, and used; proactively orders and stocks new materials as applicable by agency.
• Drafts, edits, and cascades various agency communications to employees and leadership; maintains a calendar of communications to be sent and deploys weekly and monthly communications as needed.
• Assesses leadership schedules and sends calendar invites for staff and leadership meetings.
• Maintains office equipment and program supplies; identifies agency and program items needed and carries out online purchases within a specified budget.
• Receives and signs for incoming mail and packages; distributes mail, packages throughout the agency, and prepares outgoing mail each day and transports mail to the post office as needed.
• Initiates pre-established reports for one or more departments; formats reports according to program specifications, enters data into spreadsheets and sends reports to intended recipients.
• Schedules client and family appointments with providers and sends out appointment confirmations; prepares and delivers information and documentation to providers leading up to and after client appointments.
• Supports the agency by tracking and maintaining client information as applicable.
• Attends and participates in various program and agency committees.
• Maintains client treatment dates and paperwork ensuring documentation is completed and safely stored (as applicable).
• Provides consistent exceptional client service by greeting and communicating with clients in a pleasant, respectful and receptive manner that emulates Nexus’ ICARE values.
• Responds to client inquiries and questions relating to the agency, program, and registration process; assists clients with documentation and information required for client registration and discharge.
• Assists clients with sign in and registration process and ensures client intake paperwork is completed and recorded in the client’s electronic file as directed by program leadership or as applicable.
• Greets clients and families upon entering the agency; asks facilitative questions to determine how to best serve the client and ensure they are connected to the appropriate care professional.
• Attends staff meetings and required training sessions required by Nexus; understands and supports the Nexus philosophy, Mission, and treatment modalities.
• Ensures the confidentiality and integrity of Nexus Family Healing information, including client and family confidentiality, staff information, case reviews if applicable, and client recommendations.
• Understands and adheres to all Nexus Family Healing policies and procedures.

Requirements

• High School Diploma
• Valid driver’s license required.
• Must meet state regulating agency and Home Office driving requirements.
• Must have the ability to build strong relationships with diverse individuals or communities and understand their unique needs and challenges.
• Must be open to meeting the cultural needs of individuals or communities, considering factors such as language, traditions, and values.
• Must be able to successfully pass a MN criminal background check.
• Must successfully complete a two-day Handle with Care training and exam.

Skills

• Word document creation
• Editing
• Saving files
• Copying
• Faxing
• Email communication
• Client file maintenance
• Typing
• Formatting
• Proofreading
• Document processing
• Report generation
• Calendar management
• Office equipment maintenance
• Supply management
• Online purchasing
• Mail handling
• Data entry
• Spreadsheet management
• Appointment scheduling
• Client information tracking
• Committee participation
• Client service
• Client communication
• Client registration
• Client intake
• Confidentiality management

Location

• 1111 28th St NE, Austin, MN 55912

Work Type

• Full-time

Experience Level

• 1+ year of experience providing administrative, office or clerical support.

Education Level

• High School Diploma

Salary/Compensations

• $18/hr - $20/hr

Benefits

• Paid Time Off
• Competitive Annual Base Salary Offered
• Multiple options for health insurance coverage
• Vision & Dental
• No-cost life insurance, short/long-term disability insurance
• 401k match
• Talkspace Therapy Benefit for the whole family
• Hinge Health Benefit for the whole family
• Carrot Fertility Benefit
• Tuition assistance and training opportunities
• Advancement pathways and internal promotion

About the Company

• Nexus Family Healing is a national nonprofit network of mental health agencies with over 50 years of restoring hope for thousands of children and families through outpatient/community mental health services, foster care, adoption, and residential treatment.
• At Nexus Family Healing, we embrace diversity, promote equity, and foster inclusion.
• As a national mental health organization, we serve a diverse group of youth and families, and we strive for our workforce to support and represent that diversity.
• Our ICARE Values: Innovation, Compassion, Agility, Responsiveness, Excellence.

Equal Opportunity

• At Nexus Family Healing, our voices and actions are focused on recognizing, affirming and respecting people of every race, ethnic background, socio-economic status, sexual orientation, gender expression and faith.