Apalachee Center, Inc. is best known for helping individuals and families of North Florida succeed in recovering from emotional, psychiatric, and substance abuse crises. Apalachee Center, Inc. provides comprehensive behavioral health services across 8 counties (Franklin, Gadsden, Jefferson, Leon, Liberty, Madison, Taylor, and Wakulla Counties).

Apalachee Center, Inc. offers competitive benefits for our full-time positions to include health, dental, vision, basic life insurance, long term disability, paid time off, and more.

Overview:

Staff Assistant performs basic office duties for the program and staff in the programs including answering phones, maintaining office logging system, assisting with scheduling and other clerical tasks to help the program to be organized and run smoothly. Expected to demonstrate strong customer service skills as the first point of contact for clients and outside callers and visitors. Handles various tasks related to maintenance of office systems, records, files, logs, and client charts according to the established guidelines. 

ESSENTIAL/CORE JOB-SPECIFIC DUTIES AND RESPONSIBILITIES

1. Serves as front office supervisor. Day-to-day front office operations of assigned outpatient front office.  Leads front office staff meetings.
2. Serves as receptionist, answering, screening, and routing calls for assigned staff.  Consults with supervisor regarding communications received and relays messages as necessary to assigned staff. Must conduct themselves in a manner which will reflect favorably and professionally upon the Center and employees. When receiving calls, the Staff Assistant will find out the needs of the clients and will contact the appropriate staff in order to respond to client’s questions and concerns in a timely manner. All customers are to be treated with courtesy, respect and dignity and are served in the most caring and professional manner possible.  Respects and ensures protection of client rights and confidentiality/privacy.
3. Provides direct supervision to assigned staff, coordinating office operations in conjunction with supervisor.  Duties include interviewing, hiring, and training of new employees, managing of staff schedules, administration/adjustment of work assignments as needed, preparation and review of job descriptions/performance appraisals, etc.  Ensures applicable staff time-logs are signed and submitted to Accounting prior to deadline each pay period.  Ensures appropriate office and telephone coverage for support staff area.  Provides back-up secretarial and telephone support for other support staff as assigned/needed.
4. Conducts client financial assessments and performs administrative intakes gathering data for financial eligibility, insurance fees in working with the Financial Service Department, etc.  Sets client fees in accordance with policy. Performs fee collections and issues receipts. Prepares deposits, maintains petty cash, and makes routes to accounting. Work with Program Supervisor to take care of Write-Offs.  Responsible to be the one to communicate with the Financial Service Department any changes in client’s insurance status.
5. Schedule client appointments in Avatar in accordance with Just-In-Time scheduling model. Complete appointment reminders via telephone within 48 hours of scheduled appointments. Follow the procedure for the Open Clinic. Be a key person to arrange the Telemed Walk-In Appointment with other Outpatient offices.
6. Serve as a Safety Officer Designee for the program. Assist Safety Officer/Program Supervisor to ensure the required drills are completed timely and bring safety concerns to the Program Supervisor to promote safe, orderly and therapeutic environment.