Part Time Evening Office Assistant

 

JOB PURPOSE: The Evening Office Assistant and is responsible for providing administrative and clerical services in order to ensure effective and efficient operations and maintain high quality client records that meet the DHFS requirements.

 

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 information into billing system when taking intake appointments.
  • Collect co-payments, coinsurance and deductibles as appropriate and document accordingly in billing system, TherapyAppointments.
  • Processes intake paperwork to ensure accuracy and completeness; computes or verifies data, fees or payments, enters data and forwards, files or scans paperwork as directed by Daytime Office Assistant.
  • Create client files in billing system, TherapyAppointments, as needed.
  • Log evening appointments, collections and notes on the Over the Counter Log.
  • Manage agency calendars of other resources (e.g. classroom, company vehicles) as needed.
  • Uses a personal computer and a variety of office software applications including word processing, email, and file management. Prepares documents in Word from scratch or using predefined templates and form letters. Creates or maintains files in Excel.
  • Operates other office equipment such as printers, copy machines, fax machines. May serve as liaison with service and vendor personnel.
  • Responsible for preparing the evening deposits.
  • Assists in resolving problems and ensuring satisfactory customer service.
  • Fax, scan and copy documents.
  • Notify Lead Office Assistant of needed office supplies.
  • Close office each evening; prepare waiting room to receive clients for the next business day.
  • Keep office area clean and tidy throughout the evening, ensuring coffee, hot water and supplies (e.g. coffee, cups, etc) are maintained.
  • Review monthly WFM provider client reports from the Clinic Administrator.
  • Assist with scoring Parent Risk Assessment testing materials and document as instructed.
  • Manage closing client files for all programs (Family Interaction Program, In-Home Services, Outpatient Program, Student Assistant Program, Youth Tracking Program and Group Services), (e.g. Entering demographics online, scanning closed files into systems, TherapyAppointments or Google documents).
  • Manage and maintain QAUR checklists for all programs (Family Interaction Program, Outpatient Program, Student Assistant Program, Youth Tracking Program).
  • Managed QAUR processes (e.g. Notify appropriate supervisor with QAUR issues, completed files, collecting surveys, correcting and scanning missing paperwork).
  • Update and maintain databases/documents, such as QAUR documents and spreadsheets used.
  • Attend weekly Office Assistant team meetings, notify supervisor if unable to attend.
  • Attend quarterly All Staff meetings, notify supervisor if unable to attend.
  • Complete yearly HIPAA Training.
  • 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.
  • Participate in regularly scheduled supervision and ongoing evaluation.
  • 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 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
  • Posses competency, proficiency and accuracy with data entry and managing various computer software programs
  • Demonstrate effective organizational and planning skills
  • Possess of spirit of teamwork
  • Must be flexible, reliable and adaptable to meet the needs of the agency
  • Consistently make sound decisions and problem solve effectively
  • Communicate professionally with clients, supervisors, peers and persons outside organization
  • Resolve conflicts and effectively employ negotiation skills with others
  • Possess basic knowledge of computers (Word, email, internet, etc) as well as typical office equipment (fax, copier, etc).
  • Posses the ability to work independently, including organizing, planning, and prioritizing work
  • Maintain emotional control under stress
  • Follow confidentiality procedures
  • Follow Stein Counseling and Consulting Services policies and 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 receive supervision by the Clinic Administrator.

HOURS: Evening Position:  MTW; 4:00 p.m. – 8:30 p.m.

 

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

Rebeka Tenner de Rocha

EOE

 

 

 

 

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