Office Assistant - Full Time
Sioux Falls - South Dakota (SD),
Volunteers of America, Dakotas
Job Description:
Office Assistant
Work Schedule: Position requires flexibility in scheduling with day and evening hours.
POSITION SUMMARY
Coordinate appointments for doctors and counselors, provide front-line phone and reception duties, provides support to entire administrative team.
Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
ESSENTIAL FUNCTIONS STATEMENT(S)
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Programmatic
A. Schedule appointments for multiple doctors, counselors, and chemical dependency staff.
B. Collect copay, insurance, Medicaid information, PCP cards, and financial information from all clients and send to billing department.
C. Ensure the availability of complete and accurate files for use with participants.
D. Maintain accurate and efficient files and filing systems.
E. Data entry (participant database, CSS data, Neo-Rhymis surveys).
F. Check references for potential agency staff.
G. Set up new patients with appropriate forms and score all testing.
H. Type correspondence, letters, reports, etc. agency staff. -
Communications
A. Receive and route phone calls for four agency phone lines in a welcoming and efficient manner.
B. Utilize the overhead paging system as appropriate for locating staff.
C. Receive, open, and route agency mail to the proper person(s).
D. Prepare mailing counts for agency mail to be charged postage through outside provider.
E. Ensure the proper transfer of phones at closing and the proper handling of office equipment, files and supplies.
F. Maintain open and constant communication with Office Coordinator to ensure clerical needs are being met. -
General
A. Coordinate efforts of afternoon and relief staff to meet daily office needs.
B. Ensure proper opening and closing procedures.
C.
E. Provide assistance with a monthly inventory of office supplies, materials, copies, etc.
F. Maintain a clean and orderly lobby, support office and workroom.
G. Communicate all maintenance and servicing needs to the Office Coordinator or through the maintenance database.
H. Assist with other clerical duties and administrative projects as requested due to work load and/or modification of program needs.
Education: High School Diploma
Experience:Experience with multi-line phone system, scheduling appointments, and collecting payment for services.
Skills: Excellent customer service, communication and organizational skills, flexible, resourceful and able to quickly and effectively make decisions; ability to multi-task and function successfully in fast-paced office environment.
Other Requirements: Fluent on Microsoft Office with the ability to learn new software.
Education
Preferred- High School or better
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
