Office Assistant

DescriptionThe Office Assistant performs all reception duties, including greeting visitors and operating multi-line telephone, processing incoming mail and payments, scheduling appointments, and other administrative tasks. The Office Assistant is the support liaison. As the first point of contact for visitors, clients, and staff, the Office Assistant serves as the face and voice of Laurel Hill Center. This role requires a professional who is consistently alert, approachable, and prepared to respond with warmth and efficiency. The Office Assistant anticipates needs, manages front-desk interactions seamlessly, and upholds a welcoming environment that reflects the Center’s values of respect, support, and collaboration.Essential Job FunctionsOpen and/or close office dailyPrepare and display office noticesAnswer phones and direct calls, connecting callers to appropriate personnelDistribute faxes and voicemailsAssign mailboxes to new staff Receive and direct visitors, staff, and participantsImplement reception policies and proceduresProcess incoming mail and distribute to appropriate personnelReceive payments and maintain daily cash logTrack receipt and distribution of participant checksReceive referrals, verify eligibility, enter into EHR, and schedule screeningsSchedule assessments and other activities as assignedCancel and reschedule appointments for absent staffMaintain stock in office supply closet, reordering as necessaryDistribute and track spare keys and IT equipmentMaintain composure and clear judgment in fast-paced or high-pressure environmentsDemonstrate resilience and a steady demeanor when navigating unexpected challengesEffectively manage stress and support team cohesion during periods of uncertainty or crisisRemain solution-oriented and focused while working through competing priorities and disruptionsOther FunctionsAttend meetings and trainings as directedOther administrative tasks as assignedKnowledge And AbilitiesProfessional interpersonal skills, including the ability to maintain professionalism when interacting with agitated or angry individualsAbility to communicate appropriately with staff and clients, including individuals with severe mental health symptoms (grounded, resilient, unflappable, non-reactive)Strong organizational and time-management skills, including the ability to manage workflow and prioritize tasks to meet deadlinesAccurate data entry, including high attention to detail and the ability to self-monitor for errorsAbility to operate standard office equipment and software programs, including MS Office and medical records systemAbility to understand and follow agency policies and proceduresAbility to work independently on assigned tasks, as well as collaboratively with other Assistants to ensure all tasks are completedAbility to set and maintain boundaries with staff and participantsAbility to remain calm in chaotic situationsAbility to meet Universal Expectations of EmploymentAbility to perform physical requirements of the position, including lifting up to 20 pounds, standing, sitting, bending, kneeling, crouching, reaching, grasping, using fingers, tolerating strong odors, speaking, repetitive motion, extensive use of computerWork EnvironmentIndoor, climate-controlled behavioral health office settingEnclosed shared workspaceCan be busy and chaotic at timesHigh phone and in-person volumeOccasional distressed or emotional visitorsSome strong odorsRequirementsHigh school diploma or equivalentDocumentation of successful completion of a background and fingerprint check as specified by Oregon law as well as a urinalysis drug screen.Drug Screening RequirementSuccessful candidates must complete and maintain compliance with Laurel Hill Center’s drug-free workplace standards, which include:Passing a urinalysis drug screening with a negative result for THCOngoing compliance with agency drug testing policies, as applicableWhile marijuana is legal under Oregon state law, this requirement is based on Laurel Hill Center’s contractual, regulatory, and funding obligations, which mandate adherence to drug-free workplace standards for certain positions.Failure to meet or maintain these requirements may impact employment eligibility.