Office Assistant

Seafield Center•Amityville, NY

6d•Onsite

About The Position

This is a Full-Time Position for an Office Assistant. The main function of this role is to assist the Office Manager with the daily operational needs of the facility. The position requires ensuring that all clients are treated with dignity and respect, and affirming care for Lesbian, Gay, Bisexual, Transgender and Questioning clients. Responsibilities include answering and transferring calls professionally, providing accurate information about meetings and facility directions, greeting new admissions and visitors, enforcing confidentiality, preparing and distributing mail, performing miscellaneous typing tasks, signing in/out personal body alarms, managing daily deposits, generating and updating Self-Pay/Co-Pay Ledgers, collecting payments, reviewing client balances, running Medicaid cards weekly and at the beginning/end of each month, tracking Medicaid tokens, assisting with creating schedules and updating client information in the computer system, updating the appointment book, inputting daily group sheets and individual sessions, inputting and tracking OASAS admission/discharge forms, running group sheets, tracking urine drug screens, creating new client charts, and breaking down discharged client files. The role also involves performing all other duties as assigned.

Requirements

At least two-years experience in a similar capacity, which would demonstrate the applicant’s awareness of office procedures.
Applicant must communicate well with the clients, staff and outside agencies.
Typing 40 wpm.

Nice To Haves

Applicant must have a pleasant and congenial telephone manner and have a well groomed professional appearance.

Responsibilities

Ensure that all clients are treated with dignity and respect.
Affirming care for Lesbian, Gay, Bisexual, Transgender and Questioning clients.
Assist with answering all calls, in a pleasant, professional manner, and transferring to the appropriate party or take a complete message.
Provide accurate information regarding all anonymous meetings, hot-line numbers and directions to facility.
Greeting new admissions, client families and visitors, monitor sign-in/out log and issue name tags.
Enforce confidentiality rule.
Prepare outpatient mail for Seafield drivers.
Distribute in-coming mail.
Miscellaneous typing tasks.
Sign-in/out personal body alarms.
Total daily deposits at the end of each work day.
Generate and update Self-Pay/Co-Pay Ledgers on a daily basis to ensure client balances are up- to-date.
Collect payments and review balances with clients.
Run Medicaid cards on a weekly basis; the first and last day of each month and generate a report for the Office Manager of the Medicaid Pendings and problem accounts.
Keep track of Medicaid token for clients by entering name, date and # of tokens given to each client on a daily basis in a log book.
Assist Office Manager with creating schedules, updating groups and adding new staff schedules and discharging clients in computer.
Update Appointment Book on a daily basis keeping the schedule two weeks ahead at all times.
Input daily group sheets and individual sessions on a daily basis with totals faxed to fiscal at the end of each night along with verifying clinical staff members on the computerized system.
Input, update and track OASAS admission/discharge forms on a monthly basis.
Run group sheets on a daily basis.
Track urine drug screens on a daily basis by logging them in the appropriate manual.
Making new charts on all new admissions to outpatient and breakdown of discharged clients into manila folders.
Perform all other duties as assigned.