Office Assistant 2026

JOB PURPOSE: The Office Assistant is responsible for delivering exceptional customer service to all clients and staff, providing administrative and clerical support to clients and providers, ensuring effective and efficient business operations in a fast-paced mental health office setting, and providing direct support to the Office Assistant Team. 

MAJOR RESPONSIBILITIES AND DUTIES:

• Punctuality is key - arrive before your shift begins, and have the workstation up and running and ready to go


• Greets clients with professionalism and kindness, by phone, in person, or through electronic media; transfers as necessary.


• Schedule/update/modify client appointments as needed, using electronic calendaring systems via Google Meet. 


• Accurately input client data and insurance information into billing systems, TherapyAppointments (TA) and WorkflowMax (WFM).


• Accurately collect copayments, coinsurance, deductibles, and payment plans as appropriate and document accordingly in TA. Notify the Billing Team with any discrepancies.


• Collect and review all intake paperwork (paper or electronic) to ensure accuracy and completeness; verify data in TA, fees or payments, update any missing information, scan and upload to correct client account


• Maintain the new client intake spreadsheet


• Manage all medical record requests by following standard operating procedures and maintain the medical record requests spreadsheet. 


• Ensure that all provider TA calendars include holiday, PTO and meetings are marked appropriately


• Help to resolve conflicts within the OA team, maintain a positive working environment, and build good team cohesion by being supportive and being a good role model


• Be aware of system updates and coordinate with team members when training is needed


• Complete all company trainings and requirements by deadlines


• Ensure materials in the Office Assistant Manual are current


• Manage the OA Supply List on a weekly basis and send to the COO weekly


• Print and distribute Active Client Lists to providers on the 15th of each month


• Track Returned Active Client Lists using the “Tracking Active Client Lists” spreadsheet 


• Manage Employee Assistance Program (EAP) paperwork, distribute and collect from providers in a timely manner, and ensure all forms are signed and dated 


• Complete QAUR for discharged clients provided by the returned Active Client Lists and notify Billing Team of accounts with past due balances


• Uses a personal computer and a variety of office software applications including word processing, email, and file management. Prepares documents in Google Documents from scratch or using predefined templates and form letters. Creates or maintains files in Google Sheets.


• Operates other office equipment such as printers, copy machines, and fax machines. May serve as liaison with service and vendor personnel.


• Process daily mail; opens or reviews correspondence and determines proper disposition.


• Make copies of cash/checks received for daily reconciliation, make copies of deposit slips, assemble and distribute to the Billing Services Manager


• Responsible for preparing the daily cash deposits and check scan remote deposits. 


• Assists in resolving problems when possible and ensuring satisfactory customer service.


• Fax, scan, and copy documents.


• Monitor and maintain all office supplies; notify Clinic Administrative Supervisor of needed supplies; order toner as needed from Tri State Business Machines.


• Maintain office filing and storage systems.


• Ensure office equipment is properly maintained and serviced.


• Keep the office and waiting area, and children’s area
  clean, sanitized, and tidy throughout the day


• Participate fully as a team member by developing professional relationships with team members as well as fostering good rapport with external sources.


• Attend Office Assistant team meetings


• Attend Billing and Office Assistant meetings


• Attend monthly Provider Team meetings


• Attend quarterly All Staff meetings


• Understand and follow policies and procedures of the Office Assistant department and of Stein Counseling and Consulting Services, Ltd., as outlined in the department and agency policy manuals.


• Develop personal and professional goals annually.


• Maintain acceptable ratings (85% or better) in all areas on performance reviews (job performance, supervisor ratings, etc.)


• Perform other job duties and responsibilities, consistent with this position description, as requested by the Leadership Team and/or Chief Operating Officer, Clinical Director and/or President of Stein Counseling and Consulting Services, Ltd.


• Coordinate and schedule online appointment requests and information requests, and authorizations received for outpatient services within 24 hours of receipt of the online request


• Monitor OA task list daily and complete tasks assigned. 


• Review and monitor Cancellation and Standby lists on a weekly basis for providers and schedule appointments as appropriate.


• Follow all closing procedures, especially taking out the trash at the end of the day and complete as appropriate


• Report any client complaints to Billing Services Manager and Clinic Administrative Supervisor immediately


• Monitor Client suspension process on a weekly basis and ensure the spreadsheet is accurate


• Monitor Client satisfaction surveys for providers and complete data entry


• Review and upload all client paperwork and demographics to correct client accounts in TA and cross check all entries in TA to the paperwork received prior to uploading, mark incomplete until all information is received


• Make sure all paperwork is locked behind closed doors in locked file cabinets at the end of the day, following HIPPA guidelines

WORK ENVIRONMENT: 

General office environment. Work is generally sedentary in nature, but may require standing and walking part of the time. Work is generally performed within an office environment, with standard office equipment available. 

KNOWLEDGE/SKILLS:

• Employ exceptional customer service skills, effective telephone and interpersonal communication skills


• Possess competency, proficiency, and accuracy with data entry and managing various computer software programs


• Demonstrate effective organizational and planning skills


• Possess spirit of teamwork, positive attitude, drive to succeed


• Be willing to go the extra mile and help others on your team, work needed shifts when asked

• Must be flexible, reliable, and adaptable to meet the needs of the ever evolving mental health agency

• Consistently make sound decisions and problem solve effectively


• Communicate professionally with clients, supervisors, peers, and persons outside the organization


• Resolve conflicts and effectively employ negotiation skills with others 


• Possess basic knowledge of computers and Google Chrome and Google Meet (Email, internet, etc) as well as typical office equipment (fax, copier, scanning, etc). 


• Possess the ability to work independently, including organizing, planning, and prioritizing work 


• Maintain emotional control under stress


• Follow confidentiality procedures 


• Follow HIPAA guidelines and procedures

EDUCATION AND EXPERIENCE: 

High School diploma required; preference given for candidates with a College education. Office Assistant experience required, preferably in a health or human services setting, dental office, medical office, or related health service oriented environment. Computer experience with Mac required.

SUPERVISED BY: This position will report to and be supervised by the Clinic Administrative Supervisor.

SHIFT HOURS: Daytime/Early Evening Position:  M-TH 7:30 am-6:15 pm, F 7:30 am-2:30 pm with weekly shifts assigned as open, middle, and closing with the other OA team members.

OPENING for CLOSING SHIFT: 9:00 am to 6:30 pm M-TH, Friday 10:00-2:30 pm