Lead Support Staff

APALACHEE CENTER INC•Tallahassee, FL

21h•Onsite

About The Position

Apalachee Center, Inc. is dedicated to helping individuals and families in North Florida recover from emotional, psychiatric, and substance abuse crises, offering comprehensive behavioral health services across eight counties. The Staff Assistant role involves performing essential office duties for the program and staff, including answering phones, managing office logging systems, assisting with scheduling, and other clerical tasks to ensure smooth program operations. This position requires strong customer service skills as the primary point of contact for clients, callers, and visitors. Responsibilities also include handling various tasks related to the maintenance of office systems, records, files, logs, and client charts in accordance with established guidelines.

Requirements

High school diploma or equivalent.
Five years of secretarial or office clerical experience, one of which must have been in an administrative/supervisory capacity.
Must possess a typing score of at least 55 CWPM.
Must possess a valid Florida driver’s license.
Maintain authorization as an approved Center vehicle driver.

Responsibilities

Serves as front office supervisor.
Day-to-day front office operations of assigned outpatient front office.
Leads front office staff meetings.
Serves as receptionist, answering, screening, and routing calls for assigned staff.
Consults with supervisor regarding communications received and relays messages as necessary to assigned staff.
Must conduct themselves in a manner which will reflect favorably and professionally upon the Center and employees.
When receiving calls, the Staff Assistant will find out the needs of the clients and will contact the appropriate staff in order to respond to client’s questions and concerns in a timely manner.
All customers are to be treated with courtesy, respect and dignity and are served in the most caring and professional manner possible.
Respects and ensures protection of client rights and confidentiality/privacy.
Provides direct supervision to assigned staff, coordinating office operations in conjunction with supervisor.
Duties include interviewing, hiring, and training of new employees, managing of staff schedules, administration/adjustment of work assignments as needed, preparation and review of job descriptions/performance appraisals, etc.
Ensures applicable staff time-logs are signed and submitted to Accounting prior to deadline each pay period.
Ensures appropriate office and telephone coverage for support staff area.
Provides back-up secretarial and telephone support for other support staff as assigned/needed.
Conducts client financial assessments and performs administrative intakes gathering data for financial eligibility, insurance fees in working with the Financial Service Department, etc.
Sets client fees in accordance with policy.
Performs fee collections and issues receipts.
Prepares deposits, maintains petty cash, and makes routes to accounting.
Work with Program Supervisor to take care of Write-Offs.
Responsible to be the one to communicate with the Financial Service Department any changes in client’s insurance status.
Schedule client appointments in Avatar in accordance with Just-In-Time scheduling model.
Complete appointment reminders via telephone within 48 hours of scheduled appointments.
Follow the procedure for the Open Clinic.
Be a key person to arrange the Telemed Walk-In Appointment with other Outpatient offices.
Serve as a Safety Officer Designee for the program.
Assist Safety Officer/Program Supervisor to ensure the required drills are completed timely and bring safety concerns to the Program Supervisor to promote safe, orderly and therapeutic environment.