Job Title: Office Specialist

Reports to: Director of Operations

Job Classification: Non-Exempt

Position Summary:

The Office Specialist serves as the primary point of contact for participants, visitors, and community partners, providing a welcoming and professional front-desk experience. This position coordinates reception activities, supports admissions and administrative processes, and assists with daily office operations to ensure efficient organizational functioning.

Core Responsibilities:

• Serve as the primary point of contact for participants, families, visitors, and community partners, providing a welcoming, professional, and trauma-informed reception experience.
• Manage front-desk communications, including incoming calls, general inquiries, messages, and coordination with appropriate staff and programs.
• Support participant admissions and appointments through check-in procedures, scheduling coordination, reminders, and other administrative assistance.
• Coordinate visitor screening, approved visitor records, participant belongings, and related procedures in accordance with organizational policies.
• Maintain a professional, organized, and welcoming reception area and administrative building while protecting confidential information.
• Manage incoming and outgoing mail, receive and document payments and donations, and route materials to appropriate departments.
• Coordinate office supplies, inventory, purchasing, vendor communications, and basic office equipment support.
• Provide administrative assistance to programs and leadership, including records management, communications, and other organizational needs.
• Support organizational events, community donations, employee appreciation activities, and staff engagement initiatives.
• Meet Job Expectations for Office Specialist and perform other duties as assigned.

Core Competencies (All Positions):

• Communication: Communicates clearly, respectfully, and professionally.
• Professionalism & Ethics: Demonstrates integrity, accountability, and appropriate boundaries.
• Confidentiality & Compliance: Adheres to HIPAA, 42 CFR, and organizational policies.
• Cultural Responsiveness: Practices respect, inclusion, and cultural humility.
• Reliability & Accountability: Maintains dependable attendance & completes work accurately and on time.
• Teamwork: Works collaboratively to support organizational goals.

Position-Specific Competencies:

• Front Desk & Participant Service: Creates a welcoming, responsive, and organized first point of contact for participants and visitors.
• Communication & Call Management: Handles inquiries accurately, directs requests promptly, and shares information with appropriate staff.
• Admissions & Visitor Coordination: Supports timely check-in, screening, scheduling communications, and adherence to visitor procedures.
• Confidentiality & Information Handling: Protects participant information, secures sensitive materials, and uses discretion in shared spaces.
• Administrative Organization & Accuracy: Maintains dependable records, mail, payments, inventory, and follow-up across multiple tasks.
• Operational Support & Prioritization: Anticipates front-desk needs, responds to changing priorities, and coordinates effectively with programs and vendors.

Education and Experience:

• High School diploma or equivalent required.
• Previous experience working in behavioral health preferred.
• Working knowledge of computers and general office equipment; ability to communicate clearly and courteously in person and by telephone.
• Strong organizational, time-management, and customer-service skills; ability to handle multiple priorities and sensitive information.
• Must be at least 21 years of age.
• First Aid/CPR certification required or ability to obtain certification (training provided).
• Valid driver’s license and insurance required upon hire.

Physical Requirements:

Ability to perform the essential functions of the position, with or without reasonable accommodation. This may include lifting up to 25 lbs., climbing stairs, prolonged computer use, and working in a fast-paced, deadline-oriented environment.

Additional Information:

This job description reflects the general responsibilities and competencies required for the position and is not intended to be an exhaustive list of duties. Responsibilities may evolve to meet organizational needs.

St. Monica’s Home is an equal opportunity employer. We do not discriminate against any employee or applicant for employment based on age, race, religion, color, ethnicity, disability, gender, sexual orientation, gender identity, or national origin.