Staff Assistant I - Older Adults OPT
About The Position
The Staff Assistant is responsible for answering phones and directing calls to clinicians, case managers, or nurses as appropriate. They check the mailbox daily and distribute mail, greet clients upon arrival, and ensure they sign in. The assistant monitors sign-in sheets for both staff and clients, tracks staff field schedules, and notifies staff when clients arrive. They help with filing medical records and essential documents, confirm psychiatric appointments, collect fees, and maintain financial files. Duties also include transferring the main switchboard on and off using proper procedures, fulfilling POS requests, and assisting with verifying Medi-Cal twice monthly and Medicare monthly. The Staff Assistant maintains the cleanliness of the waiting room, prepares coffee, manages snacks and supplies, monitors the TV, and updates flyers or information for clients. They update phone lists, including extensions, staff and student numbers, and OD schedules. They manage room calendars for trainees using student or intern rooms, email morning updates regarding staff absences, cancel client appointments when necessary, and distribute doctors’ and nurse practitioners’ schedules to staff. Additional responsibilities include maintaining the calendar for reserving the company car, managing client satisfaction surveys and questionnaires, sending maintenance reports, contacting building staff, and providing support or backup to other Staff Assistants as needed.
Requirements
- High school graduate
- Two year experience as a receptionist handling heavy phones
- Computer word processing experience
- Type 45 wpm
- Good grammatical and organizational skills
- Ability to relate to a variety of types of personalities
- Knowledge of related community resources for treatment of substance abuse, mental illness, and domestic violence
- Ability to communicate and work with a culturally diverse adult population as part of a multi-disciplinary assessment, referral and case management team
- Must have a current California driver’s license and be insurable by the Center’s auto insurance carrier
Nice To Haves
- Ability to speak Spanish is desirable.
Responsibilities
- Answering phones and directing calls
- Checking and distributing mail
- Greeting clients and ensuring sign-in
- Monitoring sign-in sheets
- Tracking staff field schedules
- Notifying staff of client arrivals
- Filing medical records and documents
- Confirming psychiatric appointments
- Collecting fees and maintaining financial files
- Transferring the main switchboard
- Fulfilling POS requests
- Verifying Medi-Cal and Medicare
- Maintaining waiting room cleanliness
- Preparing coffee and managing supplies
- Monitoring the TV and updating flyers
- Updating phone lists
- Managing room calendars for trainees
- Emailing morning updates regarding staff absences
- Canceling client appointments
- Distributing doctors’ and nurse practitioners’ schedules
- Maintaining the company car calendar
- Managing client satisfaction surveys
- Sending maintenance reports
- Contacting building staff
- Providing support to other Staff Assistants
Benefits
- A team-oriented work environment
- Training opportunities
- Excellent compensation and benefits
- Paid time Off - 12 holidays; generous sick and vacation time
- Health care, dental, life insurance, 403b retirement
- Career Development
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
101-250 employees
