Administrative Assistant I - Part- Time

Grafton•Berryville, VA

About The Position

Administrative Assistant I - Part-Time Be the Warm Welcome That Sets the Tone for Care At Grafton Integrated Health Network, we’re guided by a shared purpose : creating safe, supportive environments where individuals can heal and grow. As an Evening Receptionist at our Psychiatric Residential Treatment Facility, you’ll have a meaningful impact by greeting visitors, assisting staff, and ensuring a calm, professional, and caring atmosphere for residents and families. You’ll be part of a culture of teamwork and collaboration , where every role matters and every person is valued. And because we care for you so you can care for others , we offer training, resources, and a supportive workplace where you can take pride in being part of something bigger. Join us - and experience the deep fulfillment of knowing your work truly makes a difference! Be part of a team that leads with heart and grit, the Grafton way—where kindness, professionalism, and purpose come together every evening. ESSENTIAL JOB FUNCTIONS Under direct supervision, provides clerical support to an assigned program and/or department up to and including switchboard coverage. Duties include preparing a variety of documents, correspondence and program records where information is provided in either draft form or may require looking up information in readily available files, databases or other provided documents. Updates and maintains program files; answers the phones, and enters data into automated information systems. Copies and distributes program materials as required. Greets visitors and notifies the visitor’s point-of-contact staff. Prepares letters and correspondence from drafts using computer equipment. Prepares program related forms, records, reports, and other documents from drafts and from identifying information from provided forms and documents, i.e., purchase orders, incident records, policy and procedure manuals, enrollment forms, etc. Obtains necessary signatures for processing prepared forms. Enters, updates and maintains data base information such as consumer face sheets, address and contact lists. Generates lists, print outs and programmed reports from same. Maintains program files and records ensuring that all necessary documentation is retained, identifies missing documents that should be part of files or records, purges unnecessary or outdated information. Answers incoming telephone calls, obtains nature of the call and transfers the call to the appropriate staff member. Takes phone messages for staff out of office. Answers routine caller questions as appropriate. Distributes incoming mail, correspondence, memorandums, reports, and other pertinent information to appropriate staff as needed. Maintains visitors’ badges and Sign-In Logs. Assists with distribution of documents not limited to medical departments, case management department, clinical departments, maintenance department, academic, residential or other assigned departments as needed. Assigned duties will be specific per department and will require the ability to adapt to departmental needs as assigned.

Requirements

Graduation from high school or GED
1 -2 years of experience in secretarial and administrative work; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.
Must be familiar with Microsoft Office including but not limited to the following office functions: typing correspondence, mail merges, database and spreadsheet maintenance.
Must be familiar with creating documents in Microsoft Office.
Must be familiar and comfortable with using copier equipment, facsimile, phone systems, computer equipment, and other office equipment that may be needed to complete the required tasks.

Responsibilities

Provides clerical support to an assigned program and/or department up to and including switchboard coverage.
Prepares a variety of documents, correspondence and program records where information is provided in either draft form or may require looking up information in readily available files, databases or other provided documents.
Updates and maintains program files
Answers the phones, and enters data into automated information systems.
Copies and distributes program materials as required.
Greets visitors and notifies the visitor’s point-of-contact staff.
Prepares letters and correspondence from drafts using computer equipment.
Prepares program related forms, records, reports, and other documents from drafts and from identifying information from provided forms and documents, i.e., purchase orders, incident records, policy and procedure manuals, enrollment forms, etc.
Obtains necessary signatures for processing prepared forms.
Enters, updates and maintains data base information such as consumer face sheets, address and contact lists.
Generates lists, print outs and programmed reports from same.
Maintains program files and records ensuring that all necessary documentation is retained, identifies missing documents that should be part of files or records, purges unnecessary or outdated information.
Answers incoming telephone calls, obtains nature of the call and transfers the call to the appropriate staff member.
Takes phone messages for staff out of office.
Answers routine caller questions as appropriate.
Distributes incoming mail, correspondence, memorandums, reports, and other pertinent information to appropriate staff as needed.
Maintains visitors’ badges and Sign-In Logs.
Assists with distribution of documents not limited to medical departments, case management department, clinical departments, maintenance department, academic, residential or other assigned departments as needed.
Assigned duties will be specific per department and will require the ability to adapt to departmental needs as assigned.

Benefits

Free meals during shift, as available
Medical, dental and vision
Flexible Spending & Health Savings Accounts
Generous Paid Time Off plan & attendance incentives
Employer Paid Life Insurance
Employee Assistance Program (EAP)
Short-term disability (STD)
Long-term disability (LTD)
Paid Career Development - we pay you while becoming certified in CPR, Ukeru , Mandt and other career training!
401(k), including an employer match up to $2,500 annually
Education Assistance up to $5,250 annually
As Grafton is a 501(c)(3) non-profit, you may be eligible for federal student loan forgiveness