Office Assistant

Job Description  

Job Title:  

Program(s):  

State:  

Population Served:  

Reports To:  

FLSA Status:  

Office Assistant  

Outpatient  

Pennsylvania  

All ages  

Office Manager  

Non-Exempt  

SUMMARY  

This position is responsible for acting as the primary point of contact for assigned programs, ensuring  

their assigned program functions effectively. This position acts as a liaison and resource to all internal  

and external business partners  

ESSENTIAL DUTIES AND RESPONSIBILITIES  

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Acts as the primary point of contact for designated office by acting as a receptionist, answering and  

forwarding all calls, assisting business partners with basic needs, and receiving and distributing mail.  

Supports program leadership by ordering office supplies, doing community outreach, communicating  

with staff, filling in during meetings and other scheduling conflicts, completing any notes or meeting  

minutes as needed, completing other projects or related tasks as need, and performing occasional  

employee coaching and discipline meetings.  

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Assists with the management of program compliance by assisting with the management of data in the  

HR and Training tracking spreadsheets, assisting all staff with the correct and timely use of the  

electronic medical records system, entering authorization lines for consumers into the electronic  

medical records system, and supporting all employees in using the payroll systems  

Assists with the completion of paperwork timely and correctly by receiving consumer insurance  

information and required documents, developing a consumer plan of care timeline, attending ISPT  

meetings and completing related paperwork, sending authorization packets, attaching needed  

paperwork to services for approvals, and reviewing and compiling expense reports and petty cash  

reviews.  

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Supports Clarvida brand strategy by establishing professional working relationships and  

maintaining positive engagements with candidates and employees in line with thecompany’s  

mission, vision, and values  

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Maintains a commitment to professional development by participating in on-going supervision,  

training, and executive team meetings, as outlined by policies and procedures  

Adheres to professional and ethical interaction policies and procedures by interacting professionally,  

ethically, and respectfully with employee, consumers, other team members, and co-workers, at all  

times; following policy and procedure and maintaining appropriate professional boundaries  

Supports on-going and future business needs by completing other duties, as assigned, to effectively  

support business priorities and processes  

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OTHER DUTIES  

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Please note this job description is not designed to cover or contain a comprehensive listing of  

activities, duties or responsibilities that are required of the employee for this job. Duties,  

responsibilities and activities may change at any time with or without notice.  

1

Office Assistant  

Revised 11/2020  

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Reasonable accommodations may be made to enable individuals with disabilities to perform the  

essential functions.  

SUPERVISORY RESPONSIBILITIES  

This position does not require any supervisory responsibilities  

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PHYSICAL DEMANDS  

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The physical demands described here are representative of those that must be met by an employee to  

successfully perform the essential functions of this job. Reasonable accommodations may be made to  

enable individuals with disabilities to perform the essential functions.  

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May be required to remain in a stationary position 50% of the time. May be required to occasionally  

move about inside a home, school, community, clinic, or program office environment to provide  

services to consumers, support employees and team members, or access office resources and  

machinery. May be required to operate a computer and other office productivity machinery (i.e.: iPad,  

copier, printer). May be required to occasionally ascend/descend stairs to provide services to  

consumers, support employees and team members, or access office resources and machinery. May be  

required to position self in appropriate physical proximity to provide services to consumer, support  

employees and team members, or access office resources and machinery. May be required to  

frequently communicate with consumers, employees and team members, or external sources in a way  

that supports the company mission and enhances delivery and quality of services. May be required to  

recognize and determine data and information pertinent to essential job functions. May be required to  

frequently transport resources and materials required to provide quality services.  

WORK ENVIRONMENT  

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The work environment characteristics described here are representative of those an employee  

encounters while performing the essential functions of this job. Reasonable accommodations may be  

made to enable individuals with disabilities to perform the essential functions.  

Clinic, BHRS office, or community environments  

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TRAVEL  

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Up to 25% of travel between locations – as need requires  

REQUIRED EDUCATION AND/OR EXPERIENCE  

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High school diploma or equivalent  

PREFERRED EDUCATION AND EXPERIENCE  

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At least 1 year experience supporting a similarly sized office, and/or at least 1 year of experience in a  

customer service position  

CERTIFICATES, LICENSES, REGISTRATIONS  

None required  

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QUALIFICATIONS  

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Language Skills  

Ability to read, analyze, and interpret complex documents and instructions. Ability to respond  

effectively to sensitive inquiries or complaints. Ability to clearly explain instructions in both written  

and oral media.  

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Mathematical Skills  

2

Office Assistant  

Revised 11/2020  

Basic mathematic ability including addition, subtraction, multiplication, and division. Use of MS  

Excel to aid in mathematical work.  

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Reasoning Ability  

Ability to read instructional bulletins and/or participate in training sessions then translate information  

provided into day-to-day work duties. Must be able to make sound decisions to support employees  

and consumers in a calm and timely manner. Must be able to interact with employees, outside  

agencies, external sources, and internal departments on a daily basis in a way that supports the  

company’s mission and enhances the delivery and quality of services  

ADDITIONAL ELIGIBILITY QUALIFICATIONS  

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Basic understanding of data entry and formatting in Microsoft Office  

Ability to work as team member  

Organizational skills  

Communication skills  

MY SIGNATURE BELOW INDICATES THAT I HAVE READ AND UNDERSTAND THE JOB DESCRIPTION  

AND AGREE THAT I AM QUALIFIED AS TO EDUCATION AND SKILL TO MEET THE REQUIREMENTS  

OF THE POSITION WITH OR WITHOUT REASONABLE ACCOMMODATION(S):  

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EMPLOYEE SIGNATURE  

SUPERVISOR SIGNATURE  

DATE  

DATE  

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3

Office Assistant  

Revised 11/2020