Office Assistant
Description
Office Assistant I, II and III
Job Description
Approved Date: 03/13/2007
Revised Date: 08/2021
Location: Program
FLSA Status: All Non-Exempt
Salary Grade: I/12; II/14; III/16
Typically Reports to: Office Manager and/or Program Director
Summary
Under direct supervision of the Office Manager and/or Program Director the Office Assistant will provide a broad range of office support
to program staff, clients, and management through a welcoming attitude, excellent interpersonal skills and the ability to multi-task.
Responsibilities range from general front office duties such as answering and directing phone calls, greeting clients, managing
appointments, and data entry. In addition, this role will require billing to include running reports, verifying eligibility for clients, and
preparing invoices for payment. This position is essential to delivering quality care and creating success in our centers.
Essential Functions
Office Assistant I
Practices Pathways core values through all interactions with clients to build a collaborative and inclusive environment
driven around compassion and integrity.
Greets and checks in clients with a welcoming and friendly attitude.
Answers and directs phone calls and takes messages as appropriate.
Assists with County Billing Duties to include but not exclusively:
o
o
o
Running reports and data entry
Completing Eligibility checks with various payers
Compiling and completing Cost Reports Monthly and Annually
Schedules staff, client, and management meetings and appointments.
Maintains and orders inventory of office supplies.
Assists with new hire set-up and training for the office or program.
Maintains and protects confidentiality and security of all organizational and client information by following company
policies and HIPAA regulations.
Other duties as assigned or necessary to support the program and/or company.
Office Assistant II
Any or all of the duties and responsibilities noted under Office Assistant I.
County billing to include variance and monthly reconciliation.
Develops and maintains varied tracking reports, contracts and/or agreements.
Writes and prepares correspondence for management as well as preparing files as assigned.
Other duties as assigned or necessary to support the program and/or company.
Office Assistant III
Any or all of the above duties and responsibilities noted under Office Assistant I and Office Assistant II.
County billing to include variance and monthly reconciliation and working specialty queues.
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Assists supervisor or management in the development of the work unit’s annual budget, contracts and monitoring
adherence to such on a monthly basis; attend meetings and/or trainings to take notes or minutes.
Recommends changes to internal office procedures and workflow.
Other duties as assigned or necessary to support the program, office, and/or company.
Recovery Requirements
Provide the best customer care possible.
Identify and build upon the strengths of clients, coworkers, and the communities we serve.
Support clients’ steps towards Recovery and Wellness.
Create an organizational culture that respects and celebrates the diversity of our clients.
Value learning as an ongoing process that enables us to better service our clients and establishes our leadership in the
industry.
Research and utilize our industry’s best practices and analyze our own services to ensure the best possible outcomes.
Level of Supervision
None
Education/Licensing Requirements
High School Diploma or GED
Proof of valid California driver’s license, auto insurance, and education are required.
Prior behavioral health experience preferred.
Knowledge, Skills and Experience
Office Assistant I
One year work experience preferably in a behavioral health office setting answering phones and providing
general office support.
Demonstrated ability to communicate effectively
Ability to perform clerical skills and proper phone etiquette
Previous office experience required with excellent computer knowledge, data entry skills and strong organizational skills.
Excellent interpersonal and customer service skills required.
Intermediate/Advanced PC skills required.
Ability to effectively prioritize and manage time.
Office Assistant II
Two-Three years office experience in a behavioral health office setting with the following skills:
o
o
Assisting with County Billing Duties through data entry and running reports
Excellent computer knowledge, data entry skills and strong organizational skills.
o
o
o
o
o
o
Answering phones and providing general office support.
Demonstrated ability to communicate effectively
Ability to perform clerical skills and proper phone etiquette
Excellent computer knowledge, data entry skills and strong organizational skills.
Excellent interpersonal and customer service skills required.
Intermediate/Advanced PC skills required
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o
Ability to effectively prioritize and manage time.
Office Assistant III
Three or more years office experience in a behavioral health office setting with the following skills:
o
o
Assisting with County Billing Duties through writing, maintaining, and running reports.
Excellent computer knowledge, data entry skills and strong organizational skills.
o
o
o
o
o
o
o
Answering phones and providing general office support.
Demonstrated ability to communicate effectively
Ability to perform clerical skills and proper phone etiquette
Excellent computer knowledge, data entry skills and strong organizational skills.
Excellent interpersonal and customer service skills required.
Intermediate/Advanced PC skills required
Ability to effectively prioritize and manage time.
Physical Requirements
Office environment (not remote position). Requires extensive sitting with periodic standing and walking.
May be required to lift and/or move up to 20 pounds.
Requires significant use of computer, tablet, phone and/or general office equipment.
Needs adequate visual acuity, ability to grasp and handle objects.
Needs ability to communicate effectively through reading, writing, and speaking in person or on telephone.
Will use personal car or vehicle as required for travel and/ or transportation to meetings, training, etc. as needed.
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Office Assistant Job Description
Acknowledgement Statement
By signing below, I acknowledge that I have received a copy of my job description and confirm that I understand and meet all
requirements and expectations outlined in the description for Office Assistant __. I understand the Company reserves the right to
amend, interpret, modify or change any portion of this job description at any time with or without notice.
Employee Signature
Date
Location Name
Print Name
Job Title
NOTE: This description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all duties,
responsibilities and requirements of a person so classified. Other functions may be assigned and management retains the right to add or change the
duties and responsibilities at any time.
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