Office Assistant

DescriptionClarvidaJob DescriptionJob Title:Program(s):State:Office AssistantRegional Area ProgramsPennsylvaniaPopulation Served:N/AReports To:FLSA Status:Office ManagerNon-ExemptSummaryThis position is responsible for acting as the primary point of contact for assigned programs, ensuring theirassigned program functions effectively.This position acts as a liaison and resource to all internal andexternal business partnersEssential Duties And ResponsibilitiesActs as the primary point of contact for designated office by acting as a receptionist, answering andforwarding all calls, assisting business partners with basic needs, and receiving and distributing mail.Supports program leadership by ordering office supplies, doing community outreach, communicatingwith staff, filling in during meetings and other scheduling conflicts, completing any notes or meetingminutes as needed, completing other projects or related tasks as need, and performing occasionalemployee coaching and discipline meetings.Assists with the management of program compliance by assisting with the management of data in theHR and Training tracking spreadsheets, assisting all staff with the correct and timely use of theelectronic medical records system, entering authorization lines for consumers into the electronicmedical records system, and supporting all employees in using the payroll systemsAssists with the completion of paperwork timely and correctly by receiving consumer insuranceinformation and required documents, developing a consumer plan of care timeline, attending ISPTmeetings and completing related paperwork, sending authorization packets, attaching neededpaperwork to services for approvals, and reviewing and compiling expense reports and petty cashreviews.Supports the Family Behavioral Resources brand strategy by establishing professional workingrelationships and maintaining positive engagements with candidates and employees in line with thecompany’s mission, vision, and valuesMaintains a commitment to professional development by participating in on-going supervision,training, and executive team meetings, as outlined by policies and proceduresAdheres to professional and ethical interaction policies and procedures by interacting professionally,ethically, and respectfully with employee, consumers, other team members, and co-workers, at alltimes; following policy and procedure and maintaining appropriate professional boundariesSupports on-going and future business needs by completing other duties, as assigned, to effectivelysupport business priorities and processes1Office AssistantRevised 07/2024Other DutiesPlease note this job description is not designed to cover or contain a comprehensive listing ofactivities, 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 theEssential Functions.SUPERVISORY RESPONSIBILITIESThis position does not require any supervisory responsibilitiesPHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee tosuccessfully perform the essential functions of this job. Reasonable accommodations may be made toEnable 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 occasionallymove about inside a home, school, community, clinic, or program office environment to provideservices to consumers, support employees and team members, or access office resources andmachinery. 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 toconsumers, support employees and team members, or access office resources and machinery. May berequired to position self in appropriate physical proximity to provide services to consumer, supportemployees and team members, or access office resources and machinery. May be required tofrequently communicate with consumers, employees and team members, or external sources in a waythat supports the company mission and enhances delivery and quality of services. May be required torecognize and determine data and information pertinent to essential job functions. May be required tofrequently transport resources and materials required to provide quality services.WORK ENVIRONMENTThe work environment characteristics described here are representative of those an employeeencounters while performing the essential functions of this job. Reasonable accommodations may bemade to enable individuals with disabilities to perform the essential functions.Clinic, BHRS office, or community environmentsTRAVELUp to 25% of travel between locations – as need requiresRequired Education And/Or ExperienceHigh school diploma or equivalentPreferred Education And Experience At least 1 year experience supporting a similarly sized office, and/or at least 1 year of experience in acustomer service positionCERTIFICATES, LICENSES, REGISTRATIONS None required2Office AssistantRevised 07/2024Qualifications Language SkillsAbility to read, analyze, and interpret complex documents and instructions.Ability to respondeffectively to sensitive inquiries or complaints.Ability to clearly explain instructions in both writtenand oral media. Mathematical SkillsBasic mathematic ability including addition, subtraction, multiplication, and division.Use of MSExcel to aid in mathematical work. Reasoning AbilityAbility to read instructional bulletins and/or participate in training sessions then translate informationprovided into day-to-day work duties. Must be able to make sound decisions to support employeesand consumers in a calm and timely manner. Must be able to interact with employees, outsideagencies, external sources, and internal departments on a daily basis in a way that supports thecompany’s mission and enhances the delivery and quality of servicesAdditional Eligibility QualificationsBasic understanding of data entry and formatting in Microsoft OfficeAbility to work as team memberOrganizational skillsCommunication skillsMY SIGNATURE BELOW INDICATES THAT I HAVE READ AND UNDERSTAND THE JOB DESCRIPTIONAND AGREE THAT I AM QUALIFIED AS TO EDUCATION AND SKILL TO MEET THE REQUIREMENTS OFTHE POSITION WITH OR WITHOUT REASONABLE ACCOMMODATION(S):__________________________________________________EMPLOYEE SIGNATURE_____/_____/______DATE__________________________________________________SUPERVISOR SIGNATURE_____/_____/______DATE3Office AssistantRevised 07/2024