Office Assistant

Description

Clarvida

Job Description

Job Title:

Program(s):

State:

Office Assistant

Regional Area Programs

Pennsylvania

Population Served: N/A

Reports To:

FLSA Status:

Office Manager

Non-Exempt

SUMMARY

This position is responsible for acting as the primary point of contact for assigned programs, ensuring their

assigned program functions effectively. This position acts as a liaison and resource to all internal and

external business partners

ESSENTIAL DUTIES AND RESPONSIBILITIES

Acts as the primary point of contact for designated office by acting as a receptionist, answering and

forwarding all calls, assisting business partners with basic needs, and receiving and distributing mail.

Supports program leadership by ordering office supplies, doing community outreach, communicating

with staff, filling in during meetings and other scheduling conflicts, completing any notes or meeting

minutes as needed, completing other projects or related tasks as need, and performing occasional

employee coaching and discipline meetings.

Assists with the management of program compliance by assisting with the management of data in the

HR and Training tracking spreadsheets, assisting all staff with the correct and timely use of the

electronic medical records system, entering authorization lines for consumers into the electronic

medical records system, and supporting all employees in using the payroll systems

Assists with the completion of paperwork timely and correctly by receiving consumer insurance

information and required documents, developing a consumer plan of care timeline, attending ISPT

meetings and completing related paperwork, sending authorization packets, attaching needed

paperwork to services for approvals, and reviewing and compiling expense reports and petty cash

reviews.

Supports the Family Behavioral Resources brand strategy by establishing professional working

relationships and maintaining positive engagements with candidates and employees in line with the

company’s mission, vision, and values

Maintains a commitment to professional development by participating in on-going supervision,

training, and executive team meetings, as outlined by policies and procedures

Adheres to professional and ethical interaction policies and procedures by interacting professionally,

ethically, and respectfully with employee, consumers, other team members, and co-workers, at all

times; following policy and procedure and maintaining appropriate professional boundaries

Supports on-going and future business needs by completing other duties, as assigned, to effectively

support business priorities and processes

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Office Assistant

Revised 07/2024

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of

activities, duties or responsibilities that are required of the employee for this job. Duties,

responsibilities and activities may change at any time with or without notice.

Reasonable accommodations may be made to enable individuals with disabilities to perform the

essential functions.

SUPERVISORY RESPONSIBILITIES

This position does not require any supervisory responsibilities

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to

successfully perform the essential functions of this job. Reasonable accommodations may be made to

enable individuals with disabilities to perform the essential functions.

May be required to remain in a stationary position 50% of the time. May be required to occasionally

move about inside a home, school, community, clinic, or program office environment to provide

services to consumers, support employees and team members, or access office resources and

machinery. May be required to operate a computer and other office productivity machinery (i.e.: iPad,

copier, printer). May be required to occasionally ascend/descend stairs to provide services to

consumers, support employees and team members, or access office resources and machinery. May be

required to position self in appropriate physical proximity to provide services to consumer, support

employees and team members, or access office resources and machinery. May be required to

frequently communicate with consumers, employees and team members, or external sources in a way

that supports the company mission and enhances delivery and quality of services. May be required to

recognize and determine data and information pertinent to essential job functions. May be required to

frequently transport resources and materials required to provide quality services.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee

encounters while performing the essential functions of this job. Reasonable accommodations may be

made to enable individuals with disabilities to perform the essential functions.

Clinic, BHRS office, or community environments

TRAVEL

Up to 25% of travel between locations – as need requires

REQUIRED EDUCATION AND/OR EXPERIENCE

High school diploma or equivalent

PREFERRED EDUCATION AND EXPERIENCE

• At least 1 year experience supporting a similarly sized office, and/or at least 1 year of experience in a

customer service position

CERTIFICATES, LICENSES, REGISTRATIONS

• None required

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Office Assistant

Revised 07/2024

QUALIFICATIONS

• Language Skills

Ability to read, analyze, and interpret complex documents and instructions. Ability to respond

effectively to sensitive inquiries or complaints. Ability to clearly explain instructions in both written

and oral media.

• Mathematical Skills

Basic mathematic ability including addition, subtraction, multiplication, and division. Use of MS

Excel to aid in mathematical work.

• Reasoning Ability

Ability to read instructional bulletins and/or participate in training sessions then translate information

provided into day-to-day work duties. Must be able to make sound decisions to support employees

and consumers in a calm and timely manner. Must be able to interact with employees, outside

agencies, external sources, and internal departments on a daily basis in a way that supports the

company’s mission and enhances the delivery and quality of services

ADDITIONAL ELIGIBILITY QUALIFICATIONS

Basic understanding of data entry and formatting in Microsoft Office

Ability to work as team member

Organizational skills

Communication skills

MY SIGNATURE BELOW INDICATES THAT I HAVE READ AND UNDERSTAND THE JOB DESCRIPTION

AND AGREE THAT I AM QUALIFIED AS TO EDUCATION AND SKILL TO MEET THE REQUIREMENTS OF

THE POSITION WITH OR WITHOUT REASONABLE ACCOMMODATION(S):

__________________________________________________

EMPLOYEE SIGNATURE

_____/_____/______

DATE

__________________________________________________

SUPERVISOR SIGNATURE

_____/_____/______

DATE

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Office Assistant

Revised 07/2024