OFFICE SUPPORT STAFF - WESTON COUNTY CLINIC

VOA Northern Rockies; Newcastle (WY); On-site; USD 32,000 - 42,000; Full time

Job summary

Volunteers of America Northern Rockies is seeking an Office Support Staff member to provide administrative and clinical support to patients and the treatment team. You will be the first point of contact for visitors, handling information and maintaining positive relationships with referral sources and community partners.

Key duties include answering the phone, scheduling appointments, ensuring proper documentation, processing payments, and supporting office reports and billing workflows.

Qualifications

• High School Diploma or GED required.
• Must possess and maintain a valid driver’s license.
• CPR/First Aid, Mental Health First Aid, and MANDT certifications must be obtained within the first 30 days of employment.

Responsibilities

• Answer multi-line phone system.
• Schedule clients for appointments.
• Inform clients of required documentation for appointments.
• Ensure patients complete all paperwork and intake/discharge processes.
• Process client contact and insurance information changes.
• Provide administrative support for written correspondence.
• Process payments from clients.
• Prepare and complete office reports/projects.

Skills

MS Office proficiency

Phone handling

Scheduling

Documentation processing

Communication

Teamwork

Organizational skills

Education

High School Diploma or GED

Tools

Outlook

Word

Excel

Job description

Office Support Staff

Classification: Non-Exempt

Reports to: Office Manager

Date: June 2025

Each day at Volunteers of America, we strive to exemplify our foundational pillar of Servant Leadership and Cultural Values of Communication, Compassion, Integrity, Respect, and Excellence.

At VOA we are committed to providing opportunities that help staff grow and enhance their skill sets. As part of this commitment, we invest in on-the-job training to prepare employees for their new positions and offer professional development opportunities, coaching, and career pathways to promote our culture of helping staff advance their careers throughout the organization.

Summary/Objective

The Office Support Staff provides administrative/clinical support to patients and the treatment team. The Office Support Staff is the first point of contact for visitors to the facility, providing information and maintaining positive relationships with referral sources and community partners.

Essential Functions

• Answer multi-line phone system
• Schedule clients for appointments
• Inform clients of required documentation needed for their appointments
• Ensure patients complete all paperwork, and all intake/discharge processes are completed
• Process client contact and insurance information changes
• Provide administrative support for all written correspondence
• Process payments from clients
• Prepare and complete office reports/projects as assigned by supervisor specific to job position (e.g., prebilling and insurance audits)

Competencies

• Crisis management
• Ability to work with multiple staff, clients, and agencies.
• Proficiency with Microsoft Office Software: Outlook, Word, Excel
• Able to meet tight deadlines under pressure.
• Organization skills
• Ability to work both independently and as part of a team.
• Practical oral and written communication skills
• Continuous demonstration of behaviors aligned with a posture of servant leadership and our cultural values.

Supervisory Responsibility

This position has no direct supervisory responsibilities but may serve as a coach and mentor for other positions in the organization.

Work Environment

This job operates in a residential facility environment. This role routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones.

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.

While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and the ability to adjust focus. This would require lifting files, opening filing cabinets, and bending or standing on a stool as necessary.

Travel

Some travel is required for this position.

Required Education, Experience, Or Eligibility Qualifications

• High School Diploma or GED
• Must possess and maintain a valid driver’s license
• Must obtain and maintain valid certifications for the following training within the first 30 days of employment. (Training for certification will be offered in the house)
• CPR / First Aid
• Mental Health First Aid
• MANDT

Preferred Education And Experience

• Two or more years working with people experiencing mental illness and substance use problems
• Two or more years working with people who are actively experiencing a crisis
• Two or more years working with people in a residential service environment

EEO Statement

Volunteers of America Northern Rockies is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristics. Volunteers of America Northern Rockies will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at 307-672-0475.