Office Assistant II

Job description

• Job Requirements
  • Education
    • High School Diploma or General Educational Development (G.E.D.) required.
    • Additional coursework in clerical or administrative support preferred.
  • Experience
    • Minimum of 1-2 years clerical experience, preferably in a healthcare environment required.
  • License/Certifications
    • N/A
  • Skills/Knowledge/Abilities
    • Excellent interpersonal and customer service skills necessary to provide service excellence through verbal and written communication.
    • Skills and knowledge in order to prepare reports, perform calculations, keep records, and deal effectively with people.
    • Ability to utilize a variety of computer applications.
    • Excellent grammar, punctuation, and spelling skills.
    • Knowledge of office procedures and principles of record keeping.
• Physical Requirements
  • Weight Demands
    • Medium Light Work - Exerting up to 35 pounds of force.
  • Physical Activity
    • Not necessary for the position (0%):
      • Climbing
      • Crawling
      • Kneeling
    • Occasionally Performed (1%33%):
      • Balancing
      • Crouching
      • Distinguish colors
      • Lifting
      • Pulling/Pushing
      • Standing
      • Stooping/bending
      • Twisting
      • Walking
    • Frequently Performed (34%-66%):
      • Carrying
      • Fingering/Touching
      • Grasping
      • Keyboarding/typing
      • Reaching
      • Repetitive Motions
      • Sitting
    • Constantly Performed (67%-100):
      • Hearing
      • Seeing/visual
      • Speaking/talking
  • Job Hazards
    • Not Related:
      • Chemical agents (Toxic, Corrosive, Flammable, Latex)
      • Biological agents (primary air born and blood born viruses) (Jobs with Patient contact) Blood or Body Fluid (BBF)
      • Physical hazards (noise, temperature, lighting, wet floors, outdoors, sharps) (more than ordinary
        office environment)
      • Equipment/Machinery/Tools
      • Explosives (pressurized gas)
      • Electrical Shock/Static
      • Radiation Alpha, Beta and Gamma (particles such as Xray,
        Cat Scan, Gamma Knife, etc)
      • Radiation NonIonizing
        (Ultraviolet, visible light, infrared and microwaves that causes injuries to
        tissue or thermal or photochemical means)
      • Mechanical moving parts/vibrations
    • Note: Safety Officer can assist with identification of job hazards
• Essential Job Functions
  • Essential Functions I
    • Assists
      managers, lead personnel and supervisors with calendar scheduling, payroll
      revisions, staff time off requests and special projects as assigned.
      • May schedule organizational services in Outlook and complete Program Planning Worksheet.
      • May enter and update organizational services in EAP Expert database.
      • May respond to organization contact information requests.
    • Maintains
      department/work area compliance timelines and activities, e.g., report due
      dates, certification/licensure deadlines.
    • Performs a wide variety of reception and clerical functions (which may include receiving/directing visitors, typing departmental documents/communications, organizing and maintaining filing systems, managing/distributing mailings and/or email communications and providing departmental inventory, auditing or bookkeeping support).
      • Answers, screens, and responds to calls according to protocol/procedures.
      • Maintains privacy and confidentiality of information.
      • Copies, scans, faxes and distributes documents as required/requested.
      • Prioritizes daily activities according to need, deadlines and workload.
      • Communicates priorities, projects and workload appropriately.
      • May check post office box according to schedule.
      • May respond to emails received through our web site and general email address.
    • Promote positive impression and welcoming environment through customer service.
      • Demonstrates professionalism relative to all activities and interactions.
      • Demonstrates good communication style and interpersonal communication skills.
      • Provides prompt response and follow-up.
      • When applicable, screens customers/visitors according to protocol.
      • Identifies opportunities and provides individualized customer service in accordance wth customer needs.
      • Analyzes and resolves problems.
    • May close files, create, print, audit, and send satisfaction questionnaire.
    • Obtains, organizes, tracks, and extracts data/information for processing.
      • May compile organizational service/training program evaluation results.
      • May process deposits consisting of checks and cash.
      • May run, audit, and compile accounts receivable reconciliation reports.
      • May maintain affiliate provider data and contract information.
      • May verify, enter, and process affiliate provider invoices/requests for payment.
      • May respond to affiliate provider payment and information requests.
      • May run, audit, and compile affiliate provider payment reconciliation reports.
    • Demonstrates basic and advanced knowledge of EAP Expert database and EAP program specific procedures completed by business office.
      • Enters, updates and verifies required client and file information.
      • Opens files according to procedures.
      • Schedules appointments and completes appointment cards.
      • Completes requested schedule changes and adjustments.
      • Assists with entering data from calendar, referral and CLC reports, stat sheets, CSQ's and SSQ's.
      • Assembles new client files. Pulls and combines previously closed files and communicates information to satellite offices.
      • Runs daily calendars and distribute according to procedures.
    • May demonstrate basic and advanced knowledge of EAP Expert database and CCP and SAS program specific procedures completed by business office.
      • Enters, updates and verifies required client, file, consultation, appointment and group attendance information.
      • Opens files according to procedures.
      • Pulls previously closed files for distribution to counselors.
      • Communicates CCP & SAS file information according to procedures.
      • Closes files and audits contents.
      • Follows-up on questions/un-entered data within 48 hours if no response was received.
    • Orients others to departmental processes, standards, and procedures.
      • Contributes to the achievement of a high level of EAP & CCP Management, client, and company satisfaction.
      • Enable successful provision of EAP, NE LAP, & CCP services.
      • Displays approachable behaviors for questions, guidance, input, and feedback.
  • Essential Functions II
    • Participates in mandatory in-services and/or CE programs as mandated by policies and procedures/external agencies and as directed by management.
    • Follows and understands the mission, vision, core values, Employee Standards of Behavior and company policies/procedures.
    • Other duties as assigned.