The Office Administ
tion Assistant provides admin
trative/o
- nizati
- l support and s
- es as the initia
- oint of contact for the Age
- , its clients, v
- tors, staff an
- ssociates. Th
- includes client
cheduling
appointmen
- handling confidential records, fili
, and recep
- nist duties with the goal of fostering an environment which p
- otes client comfort and trust and
- ality of care in provision of serv
es.
*This position is
- nday through Friday, hours
. *
.*ESSENTIAL DUTIES*
· Answer multi-line telephone system in a courteous and timely manner, take accurate messages, answering pertinent questions, perform customer services, and properly route calls with clarity and confidentiality.
· Perform as the primary initial Agency contact in a professional manner with customers, visitors and others on a daily basis which includes doing full intake for those requesting an initial appointment.
· Maintain an organized calendar and schedule appointments in accordance with scheduling guidelines, confirming medical and evaluation appointments, completely checking clients in for appointments and accurately maintaining client in database.
· Collect client’s fees performing reconciliation to balance the money received against the route slips for the day’s appointments reporting any discrepancies.
· Maintain all files in an organized and accessible manner to include updating information, appropriately purging/archiving files on a regular basis and creating new systems as needed.
· Receives and correctly distributes official documents from DSS, Probation, Parole and other Institutions and prepare monthly OASAS reports as assigned or required.
· Prepare all necessary paperwork and receptacles for toxicology screenings as requested, and ensure end product is readied for laboratory
· Prepare receipt (route slip) and other required items for customer’s appointment
· Complete admission and discharges in the OASAS database as assigned
· Assessment of self-pay client fee schedule as assigned
*Secondary Functions*
· Maintain an adequate office supply inventory, requisition additional items as needed and stock items upon arrival
· Provide general office assistance to staff and other related duties as assigned.
· Serve as office assistant backup for the Sayre clinic as needed.
*PHYSICAL DEMANDS*
· General computer skills, including keyboard and mouse operations; visual and/or auditory capacity.
· The employee may move up to 50 pounds and occasionally lift up to 30 pounds
*WORK ENVIRONMENT*
While performing the duties of this job, the employee is expected to adhere to strict policies/regulations relative to being in a tobacco-and alcohol-free workplace.
Work is performed in a normal office environment
*Knowledge, Skills and Abilities*
· Excellent and accurate written and verbal communication skills
· Ability to accurately route calls from a multi-line phone system
· Excellent customer relations skills including the ability to project a positive and client oriented demeanor at all times.
· Knowledge of basic math including the ability to add, subtract, multiply and divide numbers.
· Ability to maintain organize and accurate records
· Good computer skills including the ability to work with a database.
· Ability to use professional discretion and maintain client confidentiality.
*QUALIFICATIONS*
*EDUCATION*
*Required *High School Diploma or GED
*Preferred* Associated degree
*EXPERIENCE*
*Required *Prior general business, clerical and/or customer service experience; Knowledge of operating various commonly-used office equipment and electronic media such as Multi-lined telephone system, copy/fax machine, calculator, computer/printer, and shredder
*License *A valid driver’s license is required.
*This job description is intended to provide a description of essential job functions that are used in order to assess employee performance. It is not an all inclusive statement of job responsibilities.*
Job Type: Part-time
Pay: $15.00 - $16.00 per hour
Benefits:
* 401(k)
* 401(k) matching
* Dental insurance
* Employee assistance program
* Health insurance
* Life insurance
* Paid time off
* Vision insurance
Schedule:
* Day shift
Education:
* High school or equivalent (Required)
Experience:
* Answering Phones, Scheduling Appointment: 3 years (Preferred)
* SUD Clinical: 2 years (Preferred)
* Administrative: 3 years (Required)
License/Certification:
* Driver's License (Required)
Work Location: In person