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Office Associate II

4 months ago

Fredericksburg, United States Rappahannock Area Community Services Board Full time

Performs routine secretarial duties and oversees the daily operation of the office of the ACT, a mobile, interdisciplinary team providing support to persons with serious and persistent mental illness who require intensive services to maintain community integration. The Office Associate provides administrative support to the direct service staff, including entering data into the computer, directing and routing calls and visitors to proper staff, preparing correspondence and distributing mail. The Associate works closely with the agency's Reimbursement, Quality Assurance, Information Technology and Finance departments to develop and maintain procedures consistent with agency practices. The Associate is responsible for securing all records and maintaining inventory of supplies.

Duties of this position include some or all of the following:

  • Greets program participants and public and answers office telephones, screens calls, provides information and/or refers to appropriate parties.
  • Provides administrative support to the direct service staff including: entering data into the computer, directing and routing calls and visitors to proper staff, distributing mail.
  • In collaboration with Team Coordinator, develops, disseminates and monitors team work schedules, including coverage for after-hours call rotation.
  • Orients employees to office protocol and procedures.
  • Enters individual service data for Reimbursement and MIS forms.
  • Processes admissions and discharges from program and agency.
  • Researches and responds to individual complaints and questions.
  • Maintains caseload and referral lists and prepares relevant correspondence as needed.
  • Maintains inventory of office supplies and requisitions as needed.
  • Responsible for documenting health & safety drills as scheduled.
  • Picks up, sorts and distributes incoming mail and posts outgoing mail.
  • Composes and types routine office correspondence as necessary.
  • Conducts financial interviews, gathering billing and insurance information.
  • Verifies insurance benefits with insurance companies or other payers.
  • Posts payments to Individual accounts.
  • Prepares individual balances and follows up on delinquent accounts.
  • Plans for substantial changes in work flow and makes modifications as necessary.
  • Monitors office and individual safety, accessing emergency assistance as appropriate.
  • Does related work as required.

Thorough knowledge of business office practices; good knowledge of business English, spelling, punctuation and grammar; good knowledge of bookkeeping practices; good knowledge of the common terminology in the mental health, substance abuse, and intellectual disabilities field; some knowledge of the characteristics of the individual group served; knowledge of federal, state and RACSB policies pertaining to medical records, confidentiality and human rights; good skill in the use of a computer and other office equipment; ability to enter and retrieve data using the agency's electronic record system; skill in the use of fundamental business mathematics; ability to prepare and maintain records and filing system; ability to communicate effectively and to establish rapport with individuals and callers to the office; ability to anticipate problems, analyze results and offer suggestions to enhance productivity and effectiveness; ability to work collaboratively with other team members and to accept supervision.

H.S. Diploma supplemented by business management courses and considerable work experience in a business office, or combination of education and experience to produce necessary knowledge, skills, and abilities.