Office Assistant – The Counseling Center at JFS Rochester

Summary:

Are you an organized, detail-oriented professional who enjoys helping others? Do you thrive in a fast-paced environment and have a knack for multitasking? If so, we’d love to have you join our team as an Office Assistant! This role is crucial in ensuring a smooth and welcoming experience for our clients while supporting the daily operations of our behavioral health practice. If you’re looking for a rewarding position where you can use your administrative skills to support mental health services, we’d love to hear from you! Apply today and become part of a team that truly makes a difference.

Part-time: 5 hrs/day; 25 hrs/week Hourly Range $19 – $22

Essential Duties and Responsibilities:

Clinical Intake & Scheduling

• Conduct behavioral health intake for new clients and complete necessary documentation.
• Verify insurance eligibility and benefits before appointments.
• Obtain prior authorizations, pre-certifications, and referrals as needed.
• Manage the client waitlist and monitor availability.
• Ensure intake and consent forms are completed and signed.
• Set up and maintain client accounts in Simple Practice.
• Keep an accurate and up-to-date appointment schedule.
• Track and manage late cancellations and no-shows.

Administrative & Office Support

• Greet and check in clients, creating a warm and welcoming environment.
• Maintain confidentiality and ensure compliance with HIPAA and other regulations.
• Handle general office tasks such as scanning, filing, answering phones, responding to emails, and assisting with inquiries.
• Work collaboratively with therapists and office staff to support smooth operations.
• Process and collect payments, including copays, deductibles, and outstanding balances.
• Assist clients with billing inquiries and payment options.
• Support the Office Manager with additional administrative tasks as needed.
• Maintain correspondence with referral sources through thank-you notes and other touchpoints.

The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive. Employees are required to follow appropriate supervisory direction and perform other related duties as required.

Education & Qualifications

• Associate’s degree in a related field is preferred or equivalent work experience in a medical setting.
• Familiarity with electronic health record (EHR) systems, such as Simple Practice, is preferred. Proficient in Microsoft Office Suite: Outlook, Word, Excel.
• Excellent organizational and multitasking skills, with strong attention to detail.
• High level of discretion in handling confidential client information.
• Exceptional communication skills, both written and verbal.
• Valid driver’s license and reliable vehicle required.

Salary & Benefits:

This part-time position offers an hourly rate between $19.00 – $22.00 /hour. You’ll be eligible to participate in our health and dental insurance plans, with JFS contributing a prorated amount annually. Enjoy generous vacation and sick time, as well as 9 paid legal holidays and select Jewish holidays throughout the year. Flexible hours, ensuring a great work-life balance. Additionally, we provide a life insurance policy valued at 1.5 x your annual salary and offer the opportunity to contribute to a 401k retirement savings plan upon hire, with a generous employer match after just one year of service. Supplemental insurance options, including cancer, hospitalization, accident and short-term disability through Aflac, are also available. Join us and experience a supportive and rewarding work environment!

Physical Demands/Work Environment:

The physical demands/work environment 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. While performing the duties of this job, the employee is frequently required to sit, talk, hear, stand, walk, use hands to type and/or perform lifting up to 25lbs. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus. The noise level in the work environment is usually quiet.

Compliance:

Adheres to all applicable federal and state laws and regulations including, but not limited to, those governing confidentiality, privacy, and documentation standards. All duties must be performed in accordance with JFS corporate compliance & HIPAA program.

For Good. For All.

JFS programs and services aptly represent our core value: “For Good. For All.” This encapsulates our commitment to providing services that are beneficial to all members of the community regardless of their background or beliefs. “For Good. For All. Reflects JFS Rochester’s commitment to ensuring that everyone has access to the resources and support they need to thrive.

Jewish Family Services provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

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JFS is committed to building a culturally diverse and inclusive environment.