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Administrative Assistant II - Guidance Clinic. 

About the Organization Catholic Charities, Diocese of Trenton is a faith inspired non-profit organization, mission-driven, family-friendly, and passionate about services to our communities. We offer a wide variety of exciting career opportunities in the areas of Direct Care, Clinical, Fundraising, Human Resources, IT, Finance, Marketing, and Nursing. When you join us, you can expect a true focus on work-life balance, competitive salaries, comprehensive benefit programs, and an environment that promotes inclusion. Some of our benefits include: generous paid Holidays, Vacation, and Sick time; excellent health & pension plans; and wide array of training and staff development opportunities to earn on-site CEUs. Catholic Charities is an Affirmative Action / Equal Opportunity Employer, fostering a diverse and inclusive environment for staff as well as for people seeking assistance. To learn more about the agency, please visit our website at :

Req Number CLE-21-00009  
Location BHS - Clinton Avenue (Trenton, NJ)  
Full-Time/Part-Time Full-Time  
Number of Openings 1  
Category Clerical  

JOB SUMMARY: This position provides administrative work that is of specialized nature, sometimes performed without procedures to guide actions.


  1. Checks all clients out, management and coordination of scheduling appointments or rescheduling                missed appointments with clinician (Clinician gives timeframe and AA chooses appropriate date and time with client
  2. Backfill canceled appointments, vacant slots and maintain waiting lists.
  3. Resolve appointments rescheduled by the agency in the HER 100% of the time.
  4. Resolve receipts daily and prepare bank deposits and statements of revenue for a Friday deposit 100% of the time.
  5. Prepare record requests and submit invoices for reimbursement within 3 days of request 90% of the time.
  6. Make all reminder calls to clients the day before appointment is scheduled, reminding client to bring insurance card to appointment.
  7. Answer phones by the 3rd ring 95% of the time.
  8. Complete monthly financial and data reports for management.
  9. Check EMEVS based on client’s scheduled and manage in file-100% of the time.
  10. When Office Assistant is unavailable, completes position’s essential tasks including but not limited to:
  11.  Follow written instructions for front office reception and data entry 100% of the time.
  12. Check insurance cards when greeting client, scan changes into the HER and update financial and contact information 95% of the time.


  1.  Schedules and organizes complex activities such as meetings, travel, and departmental activities.
  2. Acts as a project manager for special projects, which may include planning and coordinating presentations, disseminating information and organizing events
  3. Acts as liaison with other departments and outside agencies
  4. Assists with the management of the supervisor’s schedule
  5. Answers the phone within 3 rings, greets customers/visitors
  6. Records and documents meetings
  7. Designs and types general correspondence, memos, charts, tables, graphs, etc.
  8. Organizes and prioritizes large volumes of information and calls.

PRODUCTIVITY MEASURES:  Specific productivity measures should be outlined in the individual goal development form.


Position Requirements


KNOWLEDGE/SKILLS/ABILITIES: Extensive knowledge of office administrative procedures.  Analytical ability to gather and summarize data for reports, find solutions to various administrative problems and prioritize work.  Proficiency in computer skills.

MINIMUM QUALIFICATIONS: AA degree or 4 years of related work experience plus some college courses or certified medical assistant.  One year supervisory experience, if applicable.  Excellent interpersonal skills, project coordination experience and ability to work with all levels of internal management as well as outside clients/vendors.  Proficient in work processing, spreadsheets and/or other office applications.  Must pass skills test.



Exempt/Non-Exempt Non-Exempt  
Weekly Work Hours 40 hours  
Schedule M-F 8am-4:30pm 

This position is currently not accepting applications.

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