Full Time Office Assistant

JOB PURPOSE: The Office Assistant is responsible for providing administrative and clerical services in order to ensure effective and efficient business operations in a fast past business environment.

MAJOR RESPONSIBILITIES AND DUTIES:

  • Greets clients by phone, in person, or through electronic media; transfer as necessary.
  • Schedule/update/modify client appointments as necessary, utilizing electronic calendaring system.
  • Begin process of entering client information into billing system-TherapyAppointment (TA) and WorkflowMax (WFM).
  • Collect copayments, coinsurance, deductibles, and payment plans as appropriate and document accordingly.
  • Collect and process intake paperwork to ensure accuracy and completeness; computes or verifies data, fees or payments, enters data and forwards or files paperwork.
  • Create client files in billing systems (TA and WFM)
  • Manage and maintain client intake spreadsheet.
  • Manage agency calendars of other resources (e.g. classroom, company vehicles)
  • Uses a personal computer and a variety of office software applications including word processing, email, and file management. Prepares documents in Google Documents from scratch or using predefined templates and form letters. Creates or maintains files in Google Sheets.
  • Operates other office equipment such as printers, copy machines, and fax machines. May serve as liaison with service and vendor personnel.
  • Process daily mail; opens or reviews correspondence and determines proper disposition.
  • Make copies of checks received for daily reconciliation, distribute to Billing Manager
  • Responsible for preparing the daily deposits.
  • Assists in resolving problems and ensuring satisfactory customer service.
  • Fax, scan, and copy documents.
  • Monitor and maintain office supplies; notify Clinic Administrator of needed supplies; order toner as needed from Tri State Business Machines.
  • Maintain office filing and storage systems.
  • Ensure office equipment is properly maintained and serviced.
  • Perform work related errands as requested such as going to the post office and bank.
  • Keep office area, children’s area, and coffee counter clean and tidy throughout the day, ensuring supplies (e.g. coffee, cups, etc) are maintained.
  • Participate fully as a team member by developing professional relationships with team members as well as foster good rapport with external sources.
  • Update and maintain databases/documents, such as employee phone list, employee birthdays, employee anniversaries, mailing lists, contact lists, and client information.
  • Attend and participate in Office Assistant team meeting as scheduled
  • Understand and follow policies and procedures of the Office Assistant department and of Stein Counseling and Consulting Services, Ltd., as outlined in the department and agency policy manuals.
  • Develop personal and professional goals annually.
  • Maintain acceptable ratings (75% or better) in all areas on performance reviews (job performance, supervisor ratings, etc.)
  • Perform other job duties and responsibilities, consistent with this position description, as requested by the Billing Manager, Clinic Administrator, and/or President of Stein Counseling and Consulting Services, Ltd.

WORK ENVIRONMENT: General office environment. Work is generally sedentary in nature, but may require standing and walking part of the time. Work is generally performed within an office environment, with standard office equipment available.

KNOWLEDGE/SKILLS:

  • Employ effective telephone and interpersonal communication skills
  • Possess competency, proficiency, and accuracy with data entry and managing various computer software programs
  • Demonstrate effective organizational and planning skills
  • Possess spirit of teamwork and be a positive team player
  • Must be flexible, reliable, and adaptable to meet the needs of the agency
  • Consistently make sound decisions and problem solve effectively and efficiently
  • Communicate professionally with clients, supervisors, peers, and persons outside the organization
  • Resolve conflicts and effectively employ negotiation skills with others
  • Possess basic knowledge of computers (Email, internet, etc) as well as typical office equipment (fax, copier, etc).
  • Possess the ability to work independently, including organizing, planning, and prioritizing work
  • Maintain emotional control under stress
  • Follow confidentiality procedures
  • Follow HIPAA guidelines

EDUCATION AND EXPERIENCE: High School diploma required; preference given for candidates with a College education. Office Assistant experience required, preferably in a health or human services setting, dental office, medical office, or related health service oriented environment. Computer experience with Mac required.

SUPERVISED BY: This position will report to and receive supervision from the Clinic Administrator.

HOURS: Daytime/Evening Position:  M-F 7:30 a.m. – 4:30 p.m., 8:30 a.m. – 5:30 p.m., may include one evening shift M, T, W until 8:30 p.m. as needed.

 

No calls please. Please email resume and cover letter to:

Rebeka Tenner de Rocha

EOE

 

 

 

 

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