PROGRAM JOB DESCRIPTION:
Position: Office Assistant
Reports To: Program Manager or Designee
The Office Assistant/Receptionist is primarily responsible for the day to day support services for the office. This position provides reception services to clients, assists with testing paperwork, and provides information regarding the agency and the services which are provided.
1. Receives incoming clients and answers phones, providing enthusiastic receptionist services and providing initial and ongoing supportive and positive linkage between clients, referents, and the agency.
2. Takes appropriate phone messages for staff and/or routes callers to voice mail as necessary. Checks the phone message system daily and makes necessary contact to schedule clients or provide information.
3. Schedules appointments, maintains schedules, and confirms upcoming appointments.
4. Responds to requests for information regarding services or clients, following program procedure to respond in a timely manner and maintain patient confidentiality.
5. Gives out and explains testing paperwork to clients for evaluations and assists clients as necessary in completing the paperwork. Collects evaluation paperwork from clients and scores testing paperwork as required.
6. Types basic correspondence and other documents for staff; copies documents and prepares for mailing, faxing and/or client pickup as necessary. Assists with mailing patient Financial Office account statements. Assists clients as needed by copying documents and/or obtaining needed information to take to court.
7. Creates initial clinical files for clients. Maintains pending client files and provides to counselors as needed for appointments. Receives closed clinical files at patient discharge and prepares the files for archival.
8. Receives monthly compliance reports from counselors, makes copies as necessary, sorts and mails all compliance reports in a timely manner.
9. Opens incoming mail and distributes mail as appropriate. Ensures that all outgoing mail is prepared properly and is mailed in a timely manner.
10. May be required to contact attorneys or court officials to obtain information or documents.
11. Receives payments from clients, writing appropriate receipts and making change for patients as necessary.
12. Explains Financial Office policy to patients and directs patients to Financial Office as needed.
13. Maintains filing system and archiving system for patient files. Prepares older files for destruction when needed.
14. Maintains adequate supply of forms and packets necessary for staff use.
15. Works with Program Manager in the marketing functions of the program.
16. Serves as back up for other clerical positions as needed.
17. Performs other related duties as assigned.