Office Assistant P/T

SEAFIELD SERVICES INC; Village of Patchogue (NY); On-site; USD 27,552 - 30,307; Part time

Job summary

A healthcare facility in the Village of Patchogue is seeking a Part-Time Office Assistant to support operational needs. You will be responsible for ensuring dignified treatment of clients, managing calls, and maintaining office processes. The ideal candidate has at least two years of office experience and exemplary communication skills. The role requires a professional appearance and a typing speed of 40 wpm. This position offers a wage between $20.00 and $22.00 per hour.

Qualifications

• Pleasant and congenial telephone manner required.
• Well-groomed professional appearance expected.
• Ability to communicate well with clients, staff, and external agencies.

Responsibilities

• Assist the Office Manager with daily operational needs.
• Ensure clients are treated with dignity and respect.
• Answer and transfer calls professionally.
• Prepare outpatient mail and distribute incoming mail.
• Maintain confidentiality and enforce related rules.

Skills

Telephone manner

Office procedures awareness

Typing speed 40 wpm

Computer software skills

Prioritizing workload

Independence

Education

Minimum two years experience in office role

Job description

Part-Time Position

$20.00-$22.00

MAIN FUNCTION

To assist the Office Manager with daily operational needs of the facility.

ESSENTIAL DUTIES AND RESPONSIBILITIES

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• Ensure that all clients are treated with dignity and respect.
• Affirming care for Lesbian, Gay, Bisexual, Transgender and Questioning clients.
• Assist with answering all calls, in a pleasant, professional manner, and transferring to the appropriate party or take a complete message.
• No messages taken for clients, except for emergency calls.
• Provide accurate information regarding all anonymous meetings, hot-line numbers and directions to facility.
• Greeting new admissions, client families and visitors, monitor sign-in/out log and issue name tags. Enforce confidentiality rule.
• Prepare outpatient mail for Seafield drivers. Distribute incoming mail.
• Miscellaneous typing tasks.
• Sign-in/out personal body alarms.
• Total daily deposits at the end of each work day. Generate and update Self-Pay/Co-Pay Ledgers on a daily basis to ensure client balances are up-to-date.
• Collect payments and review balances with clients.
• Run Medicaid cards on a weekly basis; the first and last day of each month and generate a report for the Office Manager of the Medicaid Pendings and problem accounts.
• Keep track of Medicaid token for clients by entering name, date and # of tokens given to each client on a daily basis in a log book.
• Assist Office Manager with creating schedules, updating groups and adding new staff schedules and discharging clients in computer.
• Update Appointment Book on a daily basis keeping the schedule two weeks ahead at all times.
• Input daily group sheets and individual sessions on a daily basis with totals faxed to fiscal at the end of each night along with verifying clinical staff members on the computerized system.
• Input, update and track OASAS admission/discharge forms on a monthly basis.
• Run group sheets on a daily basis.
• Track urine drug screens on a daily basis by logging them in the appropriate manual.
• Making new charts on all new admissions to outpatient and breakdown of discharged clients into manila folders.
• Perform all other duties as assigned.

COMPETENCY REQUIREMENTS

• Answering/Transferring of calls
• Taking Messages
• Knowledge of Voice Mail
• Enforcing Confidentiality Law
• Admission/Discharge Procedures
• Computer Software Skills
• Prioritizing Workload
• Level of Independence

EDUCATION & QUALIFICATIONS

Applicant must have a pleasant and congenial telephone manner and have a well groomed professional appearance. The individual being considered must have at least two-years experience in a similar capacity, which would demonstrate the applicant’s awareness of office procedures. The applicant must communicate well with the clients, staff and outside agencies. Typing 40 wpm.