Office Assistant

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• Be the Friendly Face. Keep Things Organized. Support the Work that Matters. Do you enjoy helping people, staying organized, and keeping an office running smoothly? At Oakland Family Services (OFS), our Office Coordinators play an important role in creating a welcoming experience for clients while providing the administrative support that keeps our Treatment Services programs moving. This is an opportunity to put your customer service, communication, and organizational skills to work in a busy behavioral health setting. You’ll work directly with clients, clinicians, and agency staff, helping ensure daily operations run smoothly and clients receive the support they need. Schedule Monday through Friday from 9:00am-5:00pm, with a one-hour lunch break. About the Opportunity Incumbents will be responsible for the clerical operations in the office with a wide variety of office work and clerical duties. This position will provide clerical support to clients, clinicians and support services to the professional operations of the agency. The Office Coordinator may be requested to perform related tasks other than those specifically presented. The position reports to the Associate Director of Day One.

What you'll do:

• Provides front desk coverage from 9:00 AM to 5:00 PM and/or as assigned until 7:00 PM on evenings the agency is open.
• Welcomes and directs any persons coming to the agency, provides information and conveys messages as appropriate and informs staff of the arrival of clients or visitors.
• Operates the telephone system, answers phone calls, addresses client needs, schedules or cancels appointments or transfers calls, as appropriate.
• Acquires and maintains a working knowledge of the agency Electronic Health Records (EHR) for the programs in Treatment Services.
• Complies and maintains case records for Treatment Services, including uploading client records and documentation into the appropriate EHR and entering information for the Utilization Review process.
• Collects copays and fees in person and via phone, writes receipts, enters payments on to cash sheets and creates payment plans with clients.
• Collects drug screens for on-site clients and pre-hire agency staff.
• Responsible for sorting and disseminating agency mail and faxes.
• Tracks and completes coordination with clients’ primary care providers.
• Assists with verifying clients’ Medicaid monthly.
• Processes records requests for clients in Treatment Services.
• Ensures that shared clerical areas, workstations, supplies and equipment are kept orderly, appropriately maintained and welcoming.
• Ensures that policies and established procedures are followed in order to provide continuity and consistency in all agency locations..
• Participates in required department and agency meetings.
• Completes required funder and agency trainings in a timely manner.
• Establishes and maintains good relationships with people internal and external to the Agency.
• Develops a basic knowledge about the agency, the services offered, and the responsibilities of key personnel.
• Assists with agency bulk mailings.
• Assists program staff in sending reports or emails to external customers.
• Provides coverage for Psychiatric Case Manager in supporting psychiatric staff.
• Communicates problem areas or client problems to Treatment Services program leadership Assists in managing and maintaining all business equipment, which includes but is not limited to copiers, computers, printers and telephone systems in the office.
• Assists in covering other clerical responsibilities or travelling to another location for coverage, meetings or supply runs.
• Responsible for incorporating principles of diversity, equity and inclusion in work processes and in job functions. Responsible for promoting a feeling of welcoming, belonging, and acceptance to all clients and staff.
• Other duties as assigned.

What you'll get:

• Meaningful work: Support the professionals and programs that help individuals and families build brighter futures.
• A supportive team: Be part of a team that values communication, contributions, feedback, and makes time for fun and connection!
• A workplace culture that sees employees as individuals first: Work in an environment that values employees as individuals, prioritizes their well-being, encourages open communication.
• Opportunities to learn and grow: Build your knowledge of programs, services, and systems through hands-on training and experience and professional development.
• Benefits that support you: Competitive compensation including health, dental, and vision coverage, retirement plan with company match, generous paid time off including 12 paid holidays, professional development, and more.

Does this Describe YOU?

• High School graduate or equivalent. Includes training in word processing, typing, communications and general office procedures. Knowledge of Microsoft Office.
• A minimum of 3-5 years with front office preferred: client/patient registration, scheduling, check in/check out processes.
• High level of customer service working in a medical or behavioral health office setting.
• Understanding of HIPAA, client/patient rights, medical record processing and communication.
• Basic understanding of insurance requirements, co-pays and deductibles.
• Detailed orientated, ability to focus in a fast-paced environment.
• Familiar with business formats as appropriate to the Agency needs.
• Must have reliable transportation and ability to travel to other locations
• Selected candidates for this position must possess a sensitivity to the diversity of the agency’s service population including (but not limited to) differences of culture, race, religion, gender, sexual orientation and socioeconomic.
• Special abilities and skills necessary to perform the required tasks and that best meet the needs of the agency also will be considered. There may be some standards above that may be waived when compensating specifications or circumstances exist.

Join Oakland Family Services and use your front office and customer service experience to support clients, clinicians, and the programs that make a difference in our community!