Office Associate II

OVERVIEW

Performs a variety of routine administrative and clerical work in support of an agency program or clinic. Work is performed under regular supervision and is guided by well-established and specific agency policies and procedures, public and private payor guidelines and requirements.

DUTIES AND RESPONSIBILITIES (Dependent on assignment)

1. Answers office telephones, screens calls, provides information and/or refers to appropriate staff.
2. Serves as receptionist, greets and assists individuals visiting the clinic for services and/or information, makes referrals of individuals to services including Emergency Services.
3. Conducts financial interviews, verifies client insurance information and prepares client financial agreements, posts payments to accounts.
4. Schedules client appointments including hospital discharges, and maintains appointment calendar.
5. Prepares SALS and CARS by entering consumer appointments into computer and printing.
6. Schedules VICAP assessments, coordinates pre-authorizations and prepares billing.
7. Prepares and types routine office correspondence.
8. Prepares program admission and discharge documentation. Opens and closes case files and maintains charts and file system.
9. Maintains financial or statistical data spreadsheets.
10. Collects co-pays and makes bank deposits.
11. Serves as backup to Support Staff at all clinics.
12. Scans information into charts and locates the correct section of the chart where the information is to be filed.
13. Opens and closes case files and maintains charts and electronic file system.
14. Enters data into the agency's EMR system.
15. Assists Coordinator with conducting fire drills and safety inspections.
16. Purchases office and/or building supplies and maintains inventories.
17. Copies and maintains inventories of office forms and other documents.
18. Assists in providing dispatching to the transportation staff.
19. Receives, reviews and maintains staff activity records.
20. Receives and distributes mail

KNOWLEDGE, SKILLS, AND ABILITIES

Considerable knowledge of modern office practices, procedures, equipment and secretarial techniques; considerable knowledge of the correct use of business English, grammar and spelling; considerable knowledge of modern office software applications, e.g., Microsoft Office, Word, etc.; some knowledge of the operation and use of electronic medical records; some knowledge of basic bookkeeping practices; some knowledge of the terminology common to the program served; ability to communicate effectively orally and in writing and use correct punctuation, spelling and grammar; ability to type at a rapid rate; ability to establish and maintain effective working relationships with staff of the agency, insurance companies and the public; ability to perform administrative and complex clerical tasks requiring accuracy and attention to detail; ability to file, index, and use cross-referencing methods; ability to prepare and maintain records; ability to safeguard the confidentiality of sensitive information; ability to perform routine arithmetical calculations; ability to understand and carry out oral and written instructions; ability to efficiently use personal computers, facsimiles, printers, and other office machines; ability to drive a vehicle.

TYPICAL EDUCATION, TRAINING AND WORK EXPERIENCE

High School Diploma and some experience working in a business office.

LICENSURE AND CERTIFICATIONS

Valid Virginia Driver's License