Office Assistant

Job Announcement

Position Title: Office Assistant

Department: Medical

Supervised By: Clinic Administrator

Location: Alpine

Status: Non-Exempt

Posted: July 2026

Closing Date: Until Filled

Compensation: $21.00 - $28.74

Grant: N/A

Hours: Full time, Monday-Friday, 8:00AM-4:30PM.


GENERAL STATEMENT OF RESPONSIBILITIES :

Under Supervision from the Clinic Administrator, The Office Assistant is responsible for managing functions, ensuring all tasks are completed accurately, efficiently, and within established timelines. Key duties include operating the S.I.H.C. telephone system with professionalism, payment collection, appointment scheduling and other duties as assigned. This position requires exceptional organizational and analytical skills, attention to detail, and a collaborative approach, along with the ability to follow instructions and build positive relationships within the organization and with external partners.

SPECIFIC DUTIES AND RESPONSIBILITIES :

1. Incoming and outgoing calls handled in a professional manner, all customer requests anticipated and completed on time, makes every effort to maintain customer confidentiality.
2. Greets customers courteously, collects necessary information including insurance documentation, prescription, medical documents. Confirms client information with database. Will be aware of patients who have co-pays and will collect those co-payments when patient checks in. Will confirm schedule of treatments when patient checks out.
3. Presents well-groomed and professional. Adheres to dress code.
4. Insurance information obtained, insurance carrier notified and benefits confirmed prior to customer's initial treatment. If treatment shall extend beyond original authorization, re-authorization shall be submitted one week prior to customers last authorized visit. Under the supervision of OA II and/or Office Manager, will learn secondary/continued and more complex authorizations.
5. Will use computer to schedule patient appointments. When possible, the customer/patient will receive a printed treatment card after his/her initial treatment. Frequency and duration of treatment are subject to physical therapist recommendation and customer's individual insurance plan.
6. Customer insurance plan and benefit information documented and confirmed prior to initial visit. ICD-9 and CPT codes are confirmed using a superbill and submitted daily to billing company. Daily communication with billing agency to insure no outstanding claims or requests for additional documentation.
7. May assist in collecting payments on patient accounts and/or assisting OA II, Director, or Office Manager with collection calls.
8. May assist Office Manager or OA II with accounting processes that are tracked using Quick Books software. Assistance may include receivables and payables logged daily, credit card payments processed, petty cash stocked, and deposits daily as needed. All receipts to be retained. Tracks outstanding co-payments and submit billing as required. All financial information maintained as confidential.
9. Assists in the promotion of current and upcoming wellness events and helps coordinate Community Wellness Programs such as Sit and Fit, Personal Exercise Program (PEP), Speech and Hearing Assessments and Handwriting clinics. Schedule of wellness classes maintained. All applicable user agreements signed and any fees collected prior to date of class. Answers community questions and registers new participants.
10. Weekly inventory and reorders as needed, consideration made for cost containment and maintenance of vendor contacts. Orders are approved by Director or Office Manager, documented, logged, and receipts retained.
11. Maintains an orderly workstation, insures cleanliness of reception area and bathroom, daily logging of refrigerator and hydrocollator temperatures, assists in disinfecting treatment areas and surfaces following customer treatment, insures paper towels and toilet paper are stocked.
12. Duties will include copying superbills and other documents, faxing, keeping forms printed and stocked, and new patient packets assembled. Will use typing skills for general word processing and to assist Director, Office Manager, Therapists and/or OAII in timely completion of progress reports and data entry as needed.
13. Will assist Office Manager or OA II in maintaining patient and business files. Duties will include filing, making new files, and archiving old files for storage.
14. Arrives to work on time. Uses sick time appropriately and makes timely notification regarding same. Follows policy and procedure guidelines for requesting and using PTO
15. Assists therapists in keeping equipment and toys cleaned, sanitized, stored and organized.

1. Complies with all SIHC policies & procedures.

1. Ability to work flexible schedule may be required based on need.

1. Other duties as assigned.

QUALIFICATIONS :

Education/Experience : A High School diploma or GED certificate is required. Minimum of two years of experience providing administrative support, including receptionist duties, customer service, record management, and billing. Possesses strong communication and organizational skills. Requires computer literacy with proficiency in Microsoft Word and Excel (or similar spreadsheet applications). Must be at least 18 years old.


Licenses/Certifications : A valid driver's license is required and must be maintained throughout employment. Applicant must be able to travel throughout the organization's service area including all SIHC site locations. Current certifications and/or licenses appropriate to the positions required education and profession.

Character : Applicants must have a reputation for honesty and trustworthiness. Must be responsible and able to exercise good judgment, accept administrative supervision, pay attention to detail, follow instructions, including the ability to interact effectively and communicate with people in a professional and courteous manner. Must be highly confidential and work as a team with other staff. Applicants should be sensitive to client's needs.

Skills : Strong team building, interpersonal, and organizational skills. Ability to establish and maintain effective peer relationships with coworkers within the Department, clinic-wide, and the public. Must be able to express ideas clearly, concisely, address audiences effectively, and exercise balanced judgment in evaluating situations and making decisions. Willing to be part of a team and cooperate in accomplishing department goals and objectives. Ability to prioritize, meet deadlines, take initiative, be proactive, and function in a rapidly changing environment. Ability to work with people of all social and ethnic backgrounds, resolves conflicts, negotiates situations, and facilitates consensus.


Physical and Personal Requirements : Normal clinic/office environment. Sit or stand for long periods of time. Reach, bend, climb, stoop, lift up to 25 lbs. repetitive hand movement; use and view PC. Reliable transportation and car insurance as required by the state. Travel as needed.

Compliance : Each employee plays a key role in creating a compliance culture at SIHC. Employees are expected to learn and comply with all SIHC policies and procedures. One must have the ability to understand the implications and complexities of all compliance policies. Participation in all compliance training is mandatory, and generally has a heightened awareness of policies and regulations that are specific to one's department and position. All SIHC employees are expected to report violations or suspected violations of compliance policies or regulations.


Other : Applicants must successfully pass a pre-screening tuberculin skin test or x-ray and a blood/urine drug screening test. Health must be adequate to perform all duties of the position. Applicants must complete SIHC Application and Authorization Form, both must be submitted to Human Resources prior to the close date indicated.

INDIAN PREFERENCE :


INDIAN PREFERENCE : In the filling of any SIHC job vacancy, preference may be given to qualified Native American Indians, pursuant to the Indian Preference Hiring Act, 25 USC 472, unless other laws require the filling of a vacancy without regard to Indian preference (e.g. Public Law (P.L.) 94-437, "Indian Health Care Improvement Act (IHCIA). To receive Indian Tribe ore for any SIHC position, the applicant must be enrolled, or be eligible for enrollment, as an American Indian with their Tribe, or must be certified as an American Indian from the designated Tribal Representative. Applicants claiming Indian preference must attach verification of their claim to the SIHC application, including Certification of form BIA-4432, which is available from the SIHC Human Resources Department. If verification is not or cannot be verified, the applicant will not receive Indian preference for purposes of the interview.