Office Assistant P/T

Seafield Center•Riverhead, NY

About The Position

The Office Assistant supports the Office Manager with the facility’s daily operational needs. The role includes welcoming clients and visitors, handling calls and mail, maintaining confidentiality, and completing administrative, scheduling, financial, and client-record tasks. The position is part-time and pays $20.00–$22.00.

Requirements

At least two years of experience in a similar capacity demonstrating awareness of office procedures.
Pleasant, congenial telephone manner and well-groomed, professional appearance.
Ability to communicate effectively with clients, staff, and outside agencies.
Typing speed of 40 words per minute.
Competency in answering and transferring calls, taking messages, using voicemail, enforcing confidentiality law, admission and discharge procedures, computer software, prioritizing workload, and working independently.

Responsibilities

Treat all clients with dignity and respect, including providing affirming care to Lesbian, Gay, Bisexual, Transgender, and Questioning clients.
Answer calls professionally, transfer callers to the appropriate party, and take complete messages. Do not take messages for clients except in emergencies.
Provide accurate information about anonymous meetings, hotline numbers, and directions to the facility.
Greet new admissions, client families, and visitors; monitor the sign-in/out log and issue name tags.
Enforce confidentiality requirements.
Prepare outpatient mail for facility drivers and distribute incoming mail.
Complete miscellaneous typing tasks.
Sign personal body alarms in and out.
Total daily deposits at the end of each workday.
Generate and update Self-Pay/Co-Pay Ledgers daily, collect payments, and review balances with clients.
Run Medicaid cards weekly and on the first and last day of each month; report Medicaid pending cases and problem accounts to the Office Manager.
Maintain a daily log of Medicaid tokens given to clients, including each client’s name, date, and number of tokens.
Assist the Office Manager with creating schedules, updating groups, adding staff schedules, and discharging clients in the computer system.
Update the appointment book daily and keep the schedule two weeks ahead.
Enter daily group sheets and individual sessions, fax totals to fiscal at the end of each night, and verify clinical staff in the computerized system.
Input, update, and track OASAS admission and discharge forms monthly.
Run group sheets daily.
Track urine drug screens daily in the appropriate manual.
Create charts for new outpatient admissions and file discharged clients’ records in manila folders.
Perform other duties as assigned.