What are the responsibilities and job description for the Office Assistant position at The Legacy Case Management Inc?
Office Assistant Job Description
We are seeking an organized, detail-oriented, and compassionate Office Assistant to support the daily operations of our Case Management Agency. In this role, you will be an essential part of our team, assisting in administrative tasks, creating and managing charts, uploading forms, communicating with the physician’s office, and ensuring all office functions run smoothly. You will be working directly with case managers and other team members to provide essential administrative support, helping to enhance the efficiency of case management services.
Key Responsibilities:
- Administrative Support:
- Answer phone calls, emails, and other forms of communication, directing inquiries to the appropriate case manager.
- Maintain, organize, and update charts, assessments, count hours for billing purposes, and other confidential documents.
- Upload forms and documents to the system, review and complete incident forms, and case reviews for case managers.
- File all paperwork and upload in Junna.
- Data Management & Record Keeping:
- Input, update, and maintain accurate data in client management systems and case management software.
- Monitor case files for completeness and follow up with case managers or clients to ensure all necessary documentation is gathered.
- Ensure compliance with confidentiality and privacy regulations in all client-related matters.
- Assist with case-related correspondence, including drafting letters, reminders, and follow-up communications.
- Office Coordination:
- Manage office supplies, ensuring that case managers and the office are equipped with necessary materials.
- Coordinate mail, fax, and email communications to ensure timely distribution.
- Maintain office cleanliness and order, including ensuring that meeting spaces and client waiting areas are organized.
- Client and Case Manager Support:
- Assist case managers with organizing case files, client intake forms, and other paperwork.
- Act as a liaison between clients and case managers, ensuring that information is communicated effectively and efficiently.
Required Qualifications:
- High school diploma or equivalent; additional coursework or certifications in office administration, social services, or case management is preferred.
- Experience in office administration or a support role, preferably within a social services or case management setting.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with case management software is a plus.
- Strong organizational skills with attention to detail and accuracy in handling sensitive information.
- Excellent written and verbal communication skills, with a compassionate and professional demeanor.
- Ability to handle multiple tasks simultaneously and prioritize effectively in a fast-paced environment.
- Knowledge of privacy and confidentiality regulations (e.g., HIPAA) is preferred.
Physical Requirements:
- Ability to sit or stand for extended periods.
- Occasional light lifting, such as carrying files or office supplies.
Working Conditions:
- The position will be based in an office environment within a case management agency.
- Typical working hours: 9 AM to 5 PM, Monday through Friday.
Compensation:
- Competitive salary, commensurate with experience.
Job Types: Full-time, Part-time
Pay: $15.00 - $16.00 per hour
Expected hours: 32 per week
Schedule:
- 8 hour shift
Work Location: In person
Salary : $15 - $16