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 1 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 2 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

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EMPLOYEE SIGNATURE

_____/_____/______ DATE __________________________________________________

SUPERVISOR SIGNATURE

_____/_____/______ DATE 3 Office Assistant Revised 07/2024