Clerical assistant jobs in Philadelphia, Pennsylvania - Page 2Create job alerts

Job Description Chester Community Coalition provides behavioral health services to survivors of gun violence in the City of Chester and Delaware County. We are looking to hire an experienced, self-directed, full-time Administrative Assistant to join our team. The qualified Administrative Assistant will be responsible for supporting the team with the day-to-day operations and for overseeing the general administrative duties of the team. This position is responsible for motivating, educating, and promoting trust in the services provided by Chester Community Coalition. The Administrative Assistant will serve as the coordinator for schedules and appointments, invoicing and billing, and facilitating community connection to staff members. The ideal candidate will greet clients and employees with respect and ensure that everyone they interact with receives the best in customer care. Tasks: • Answer phones and greet visitors, • Schedule appointments and maintain calendars, • Schedule and coordinate staff and other meetings, • Collate and distribute mail, • Prepare and respond to communications, such as memos, emails, invoices, reports and other correspondence, • Write and edit documents from letters to reports and instructional documents, • Create and maintain filing systems, both electronic and physical, • Manage accounts and perform bookkeeping, • Professional telephone etiquette and techniques., • Timely responses and management of calls, emails, and events., • Close attention to details and natural problem-solving., • Patience and confidence while working with diverse clientele., • Adaptable to change and the ability to remain calm when things are uncertain., • Professional handling of objections on the phone or in person., • High School Diploma, GED or equivalent., • 2-3 years of experience working in a customer-centered, outbound environment preferred., • Experience with Office Suite and Google Suite. Proficient in MS Office, • Prior customer scheduling experience is highly valued., • Previous experience with high need demographics like in hospital or community treatment settings, • Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.

Job Description As our community evolves, so does the need for compassionate care. If your position was recently impacted, Greater Philadelphia Health Action, Inc., invites you to continue your mission of service with us. Greater Philadelphia Health Action is one of the largest Behavioral Health providers in the Philadelphia area and is presently seeking full-time Registration Assistants throughout the GPHA Network. Locations include • 1401 S. 4th St. Phila., PA 19147;, • 4500 - 4510 Frankford Ave. Phila., PA 19124;, • 5501 Woodland Ave. Phila., PA 19143;, • 1489 Baltimore Pike, Bldg. 300, Suite 300, Springfield, PA 19064. The position will: • Perform clerical duties to meet the clerical needs of the entire staff and perform a variety of duties related to the maintenance and supply of office equipment and materials., • Perform reception and registration duties in an efficient manner in accordance with established procedures and as directed by his/her supervisor., • Promote GPHA’s vision and mission to staff, patients and the public at large., • Maintain confidentiality regarding patient/client and employee information. Specific responsibilities include: • Gather patient information and schedule patient appointments., • Enter and/or verify patient demographic and insurance information., • Answer telephone calls and accurately record messages., • Respond to patient questions or refer them to appropriate staff., • Conduct a review and reminder call process prior to appointments to ensure patient attendance, and reschedule patients who have missed appointments., • Register patients on day of appointment and complete initial consent packets as needed., • Greet clients, guests and visitors and notify appropriate staff of their arrival., • Distribute incoming correspondence and ensure outgoing correspondence is appropriately routed., • Order office materials and supplies., • Maintain a neat, clean and professional work area., • Must dress in a professional manner, according to established guidelines., • Other duties as assigned. Qualifications: Candidates with a High School diploma or equivalent with a minimum of two years’ experience in a health care setting and/or combination of certificates relative to the Registration Assistant/Front Desk position. Excellent typing and telephone skills required. Must possess an ability to interact with people empathetically and effectively to obtain necessary information. Knowledge of CBH/Managed Care practices preferred. Bi-lingual desired. Should have a fundamental knowledge of patient/provider scheduling modules. Must be able to interact with alcohol, substance abuse, and HIV + clients in a cordial and positive manner. Working knowledge of word processing software applications utilized in an office environment is necessary. GPHA offers great pay and exceptional benefits to include healthcare, paid sick and vacation time, tuition reimbursement and 401(K) with company match. Discover a workplace where your experience is valued and your future supported. Visit us at . GPHA offers GREAT PAY, Performance BONUSES, Comprehensive Medical, Dental, Vision, Life, and LTD Insurance. We also offer 401k with a very lucrative company match, Employee Assistance and Self-Care, and Professional Activity, Educational, and Tuition Reimbursements, Paid Vacation, Paid Sick, Paid Personal Days, Paid Educational Days, Holiday Pay, Loan Forgiveness, and many positions have Flexible, Hybrid or REMOTE WORK Schedules. At Greater Philadelphia Health Action, Inc. (GPHA), we respect diversity and promote equity through action, advocacy, and policy through a dedicated team of representatives committed to listening, learning, and enacting systemic change. We create different channels, outlets, and programs to enhance safe spaces within GPHA, creating a shared understanding and language around justice, diversity, equity, and inclusion. GPHA is an Equal Opportunity Employer. GPHA does not and will not discriminate in employment and personnel practices to include hiring, transferring and promotion practices on the basis of race, color, sex, age, handicap, disability, religion, religious creed, ancestry, national origin, or any other basis prohibited by applicable law.

Job DescriptionJob Overview WES Health Inc. is a leading firm in our industry in the tri-state area. We're now hiring au Administrative Assistant to join our existing top-notch team. If you're hard-working and dedicated, WES Health Inc. is a great place to get ahead. You'll be glad you applied to WES Health Inc. Salary: $38,000 Responsibilities for Administrative Assistant Greet visitors and point them in the right direction, answer inquiries, and create a welcoming environment Organize and maintain files and databases in a confidential manner. Perform eligibility and insurance verification and program billing reports. Manage communication, including emails and phone calls. Screen phone calls, redirect calls, and take messages. Schedule appointments, meetings, and reservations as needed receive deliveries; sort and distribute incoming mail, maintain and ordered office supplies. Receive invoices and review them for accuracy. Coordinate staff travel arrangements, including transportation and accommodations. Create and organize program schedules with Program Coordinator. Complete, attach and /or distribute 9 different intake forms, schedule intake appointment. Early engagement with new participants, Special Projects/ events with Director Program billing and reports. Assist with program community inclusion activities. Requirements Qualifications for Administrative Assistant A high school diploma or general education degree (GED) is required. Associate degree in Business Administration preferred. 2-3 years of clerical, secretarial, or office experience. Strong organizational and time management skills with the ability to multi-task independently. Proficient computer skills, including Microsoft Office. Strong verbal and written communication skills. Comfortable with routinely shifting demands. A high degree of attention to detail. Data entry experience. Working knowledge of general office equipment.

Job Description CORA Services is a dynamic and growing not for profit organization in Philadelphia. For more than 50 years, CORA has served children and families experiencing emotional, academic and social challenges that impact their development and productivity. Our mission is to empower children, young people and families to thrive through quality and compassionate service. We have immediate opportunities for a full-time Lead Receptionist to join our team. The Lead Receptionist will ensure the Reception team delivers supportive, capable and efficient service to callers, clients and visitors, so that each person’s experience is positive and seamless from entry to exit. The Lead Receptionist supervises the Reception staff and manages front desk operations. All CORA team members are expected to uphold the mission, vision and values of CORA Services which includes valuing all individuals and supporting each individual’s potential for growth. SCHEDULE: Monday - Fridays from 8:00 a.m. - 4:00 p.m. (Fridays until 5:00 p.m., with a flex hour throughout the week) PAY RATE: $20.75 (pay rate is commensurate with experience) In addition, as a Lead Receptionist some of your duties will include: ESSENTIAL DUTIES AND RESPONSIBILITIES: • Oversee all aspects of Reception operations including policy/procedure development/updates, staff scheduling, quality assurance, and communication; ensure that all service and requirements are met in accordance with the agency’s mission, goals, values and philosophy., • Supervise, train and coach part-time Receptionists to ensure high-quality customer service, compliance with policies/procedures, and efficient operations., • Establish management practices that support positive relationships and promote a high level of staff morale, motivation and collaboration., • Develop and monitor staff schedules, and arrange coverage as needed., • Proactively communicate with program and administrative staff to ensure Reception team is equipped and informed., • Address concerns promptly; escalate issues to VP Operations as necessary., • Perform Receptionist duties:, • Open the CORA Services building promptly each morning., • Maintain a calm, welcoming environment that is conducive to receiving services and maintains confidentiality., • Provide courteous and knowledgeable assistance to callers; answer, screen and transfer calls using a multi-line phone system., • Greet and promptly assist all clients and visitors; check-in clients and inform service provider of client’s arrival., • Maintain up-to-date client appointment book and room schedules., • Prepare intake packets, assist new clients with completing forms, and provide completed intake paperwork to service providers., • Maintain security and safety, adhering to all policies and procedures, and controlling access via the reception desk., • Anticipate and address client/visitor concerns after they escalate., • Practice de-escalation in the lobby area as needed., • Ensure reception desk and lobby are tidy and presentable., • 5+ years of office experience required; receptionist experience strongly preferred., • Supervisory experience preferred., • Demonstrated leadership and teamwork skills., • Demonstrated punctuality and reliability., • Excellent customer service and interpersonal skills., • Strong organizational, multitasking and problem solving skills., • Keen attention to detail., • Ability to maintain high confidentiality., • Ability to establish and maintain effective working relationships with colleagues, clients and visitors., • Ability to be resourceful and proactive when issues arise., • Medical, dental and vision coverages with a competitive company premium contribution (eligible 1st day of the month following date of hire), • Company paid life/AD&D and LTD coverages, • Supplemental voluntary benefits including STD, accident, critical illness, etc., • 403b retirement plan with generous company contribution after one year of service, • Paid time off + paid agency holidays, • Employee Assistant Program, • Family Planning Benefits (including cash benefit to assist with IVF, egg freezing, adoption, or surrogacy)

Job Description Job Title: Administrative Assistant Supervisor Job Title: Principal Employment Status: Full-time; 10-Month FLSA Status: Salary The management services offered to our family of charter schools, allows us to collectively become a change agent and national leader in urban education as evidenced by student awareness of self, high academic achievement, positive school culture and community transformation wherever we serve. Essential Functions The Administrative Assistant is responsible for organizing, coordinating, scheduling, and performing office functions. The Administrative Assistant will serve as assistant to the principal and coordinate communications between administrators, site personnel, parents, students, and the general public. Duties/ Responsibilities: • Organize, coordinate, schedule and perform a wide variety of clerical and other office functions and activities related to the administration of diverse programs and operations., • Prioritize and schedule duties and assignments to assure efficiency and effectiveness and meet established timelines., • Serve as secretary and provide administrative assistance to the principal., • Schedule and arrange appointments, meetings, and conferences; independently compose letters, memoranda and bulletins as directed; take and transcribe dictation as required., • Coordinate the Principal's office, acting as receptionist, and contact and reference source for staff, students, parents, and the public., • Perform public relations and communications services for the principal., • Provide information over the phone or in personal contacts with parents, students, or school personnel as appropriate., • Route calls to appropriate personnel as necessary; coordinate and maintain the school calendar of events., • High School Diploma; bachelor’s degree preferred., • Two years of clerical or secretarial experience (preferably in a school setting), • Must have PowerSchool experience Ability to: • Ability to effectively communicate., • Ability to multi-task and prioritize responsibilities., • Perform office, secretarial and clerical work to assist the principal with a variety of administrative tasks., • Learn, interpret, apply and explain school policies, rules and objectives., • Understand and perform duties within scope of authority., • Establish and implement revised office procedures as needed and according to established guidelines., • Understand and interpret rules and written direction and apply to specific situations., • Compose correspondence independently., • Perform duties effectively with many demands on time and constant interruptions., • Type at an acceptable rate of speed., • Establish and maintain effective working relationships with others., • Operate a variety of office machines including computer equipment., • Meet schedules and timelines., • Plan and organize work., • Maintain records and prepare reports., • Work confidentially with discretion., • Add, subtract, multiply and divide quickly and accurately. While performing the duties of this job, school staff may be required to: • Speak, stand, talk, walk, see, hear and, sometimes, to sit., • Occasionally required to stoop, kneel, crouch, or crawl., • Occasionally lift and/or move up to 50 pounds., • Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to read small print.

Job Description Job Title: Skilled Care Office Assistant Location: Philadelphia, PA 19123 Reports To: Clinical Director / Office Manager Employment Type: Part-Time Work Schedule: Monday-Friday 9am-2:30pm (25 Hours per week) Company Overview: TG Circle of Life LLC - Always Best Care is a compassionate provider of skilled home health care services, committed to supporting patients and their families with excellence and professionalism. We are currently seeking a dedicated Office Assistant to help ensure smooth daily operations and the accuracy of patient records across our care services. We offer a competitive benefits package which include medical, dental, vision, life insurance, paid time off (PTO), 401(k) plan, client referral program, spot bonus and more! Job Summary: The Office Assistant is responsible for supporting the clinical and administrative functions of the Skilled Care office. This role ensures accurate maintenance of patient records, manages communications with clinicians, and coordinates necessary documentation and data entry to ensure timely, compliant, and efficient operations. Key Responsibilities: • Maintain strict confidentiality of all patient and organizational information, • Manage intake process for new patients, including entering data in WellSky, verifying insurance coverage, and tracking authorizations for skilled services, • File patient records daily and ensure documentation is up to date, • Coordinate with clinicians to ensure timely return of signed documents, • Monitor and notify management of missing or delayed documents affecting EMR, • Maintain interim orders and plans of care to ensure compliance with regulations, • Keep a supply of clinical record forms and Start of Care packets ready for use, • Handle phone inquiries with professionalism, providing clear communication with patients, families, physicians, and insurance representatives, • Inform staff of updates regarding admissions, discharges, and schedule changes, • Input patient referrals and authorizations into the system accurately and promptly, • Perform clerical tasks such as typing, faxing, and copying as needed, • Track key dates including admission, discharge, certification, and re-certification, • Assist with audits and quality control efforts, • Coordinate clinical documentation, including 485-486 forms, • High School Diploma or equivalent required, • Minimum 2 years of experience in data entry and healthcare-related billing, • Ability to type at least 50 words per minute, • Proficiency in EMR platforms such as WellSky and CarePort, and familiarity with insurance portals, • Strong word processing and general computer skills, • Knowledge of common business machines and office equipment, • Professional office setting with standard equipment such as computers, phones, copiers, and fax machines We offer a competitive benefits package which include medical, dental, vision, life insurance, paid time off (PTO), 401(k) plan, position related education expenses program, client referral program and more Always Best Care Senior Services is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, creed, color, natural origin, qualified disability or veteran status, ancestry, marital status, sexual orientation, sex or any other legally protected category.

Job Description Professor Gatsby's Heating, Cooling and Plumbing in West Berlin, NJ is seeking a full-time Admin Coordinator to work alongside our Install Coordinator in an effort to keep our HVAC office running like a well-oiled machine! WHY SHOULD YOU JOIN OUR TEAM? Our team members are highly valued for the hard work that they contribute to our company. As a full-time Admin Coordinator, your work schedule is flexible within the hours of 8:30 am - 4:30 pm, Monday - Friday. We pay this position an experience-based starting wage of $18.00 - $23.00/hour! Our team also enjoys great benefits, including health insurance, a 401(k) match, 5 paid sick days after 90 days, paid holidays (every major one), paid vacation, a team atmosphere, company parties, and more! If this sounds like the right opportunity to use your clerical and customer service skills, apply today! ABOUT PROFESSOR GATSBY'S HEATING & COOLING We have been delivering first-rate HVAC services and products at affordable prices to West Berlin NJ and the surrounding cities including Southern Jersey, Washington Township, Sewell, Turnersville, Glassboro, Clayton, and Williamstown. Customer satisfaction is our first priority. We are the highest-rated company in the area because we take our time and do it right. Whether our residential customers need repairs to their existing heating and cooling systems or a completely new installation, we are here to serve their needs. We chose a professor for our mascot to signify accuracy, integrity, attention to detail, and expertise Our employees love what they do. We believe that if you don't love what you do, then you can't deliver the best service and value to your customers. Your heart must be in it. Our team focuses on continuing education so we can present our customers with the best options in the industry. We care about our team. We are growing fast and believe that if we invest in our team now, they will grow with us. We want to offer careers not just jobs! WHAT IT'S LIKE TO BE AN ADMIN COORDINATOR As the sidekick to our Administrative Assistant, you play a crucial part in the management, organization, and upkeep of our office. Whether you're managing the clerical side of HVAC installs, helping with customer financing and rebates, handling permit applications and inspection follow-ups, or overseeing the efficiency of the technician schedule, we can count on you to lend a helping hand. But really, it's not what you do, but how you do it. You easily establish efficient procedures and processes that keep our office well-organized, productive, and successful. Being the capable and independent thinker that you are, you easily make good decisions and stay on-task. You are never bored and get great satisfaction knowing that our clients are well taken care of, and the office is highly functional! FULL-TIME ADMIN COORDINATOR QUALIFICATIONS Are you good at prioritizing tasks effectively? Can you keep files up to date? Do you pay attention to the small things? Are you passionate about customer service? Are you polite and professional via phone, e-mail, and mail? Do you want to advance your career with an established, respected, and fast-growing local HVAC company? If you answered, "Yes!" to any of those questions, AND you can meet the following, apply for this part-time clerical position, today! • Can complete clerical office tasks, such as filing, generating reports, obtaining permits, maintaining records, and reordering supplies, • Willingness to answer the phone and speak to customers daily, • Able to provide real-time scheduling support by booking appointments and preventing conflicts, • Must be VERY organized, • Any previous office, computer, and customer service experience is preferred but multiple factors will be taken into consideration! Location: 08091

Job Description Position Summary: This is administrative staff work performing a variety of assignments of a non-confidential nature for a division manager or higher. Duties and Responsibilities: An employee in this class serves in a liaison capacity between the Associate Director and other staff and officials and provides a variety of administrative support services to the Associate Director. The work includes composing a wide variety of correspondence and reports, including reports required by the Office of Child Development and Early Learning, the state monitoring agency; developing internal operational procedures including document and file management systems; and supporting communication with contracted agencies for their compliance with financial documentation and contractual requirements. The Administrative Assistant will enter missing start dates daily into the PELICAN database; utilize data reports in PEIDS, PELICAN, COGNOS and Qlik; upload and organize documents in BOX; collect new provider qualification documents; updating the Master Referral List Calendar every six months; print, mal or fax documents including referral source letters and three-month waiver letters; send email notifications with attachments of referral fax notices to the Service Coordination Entities; send mass distribution communication via email and keep email lists current according to Program Analyst and agency changes; and other assignments as required. Assist and provide administrative support in preparing agenda, agreements, memoranda, correspondence, reports, forms and other documents. Drafts, take notes, proofreads and checks typed and other materials for accuracy, completeness and compliance with DBHIDS standards, policies and procedures; ensure materials, reports and documents for signature are accurate and complete. Coordinate, arrange, schedule and confirm meetings; arrange for meeting room setup; prepare and distribute meeting minutes as directed. The Administrative Assistant will manage zoom & remote meetings, attend ITEI meetings and provide meeting minutes as directed. Perform research for the assigned administrator; develop and recommend work standards and procedures and maintain discretion & confidentiality as required. Skills Required: Knowledge of Policies and practices in such areas as operations, organization, staffing, and procurement as required by departmental assignment. Knowledge of organization and operations of City departments. Report writing- business English and spelling. Business arithmetic- research methods and data analysis. sources of information, methods, and techniques used in administrative research. Super user of interactive computer terminal entry and retrieval procedures- the uses and capacities of word processing and spreadsheet software programs such as Microsoft Word, Excel and specific apps like Qlik and Electronic Heath Record. Education and Experience: EDUCATION: Education equivalent to completion of a bachelor or associate degree. AND SPECIFIC EXPERIENCE Five years of advanced level clerical or administrative experience OR Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources that has included the specific experience described above. NOTE: An associate degree in Business Administration or related field may be substituted for two years of experience. Equal Opportunity Employment: PMHCC, Inc. is committed to equal opportunity. It is our policy to support equal employment for all employees and applicants without regard to race, religion, color, sex, sexual preferences, age, national origin, disability, behavioral health status, military status or any other characteristic protected by law. Americans with Disabilities Act: Employees as well as applicants who are currently, or become disabled, must be able to perform the functions of the job with either reasonable accommodation or unaided. PMHCC, Inc. will examine reasonable accommodations on a case by case basis in accordance with the law

Job Description The School Secretary of Overbrook School for the Blind exudes a passion for the school, its students, and its employees. This position will report directly to the head of their respective department. The Mission of Overbrook School for the Blind (OSB) is to develop and deliver education that enhances the options available for persons with visual impairments, including those with additional challenges so that they have the greatest opportunity to experience active and fulfilling lives. Organizational Description: Overbrook School for the Blind serves students who are blind or visually impaired with or without additional disabilities (such as intellectual disability, cerebral palsy, hearing impairment, sensory issues, and including those who require specialized medical care) receive a customized, individualized education based on state educational standards. OSB is more than a school, it is a community where students, families, and staff support one another and come together to build a bright future. Job Functions: The Administrative Assistant provides comprehensive administrative support to the department, ensuring efficient daily operations and high-quality service delivery. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities with professionalism and discretion. • Provide administrative support as directed by the supervisor, including clerical and project-based tasks., • Maintain staff timecards and submit to Human Resources on time and accurately., • Maintain organized and accurate filing systems for documents, forms, and correspondence., • Handle routine office tasks such as photocopying, scanning, and faxing documents., • Monitor and respond to voicemail and email communications daily, following up as needed., • Draft and distribute professional correspondence to parents, staff, school districts, and other stakeholders; maintain copies of all outgoing communications., • Track referrals and admissions in a centralized database; investigate and resolve any discrepancies in records., • Prepare and send acceptance letters in a timely and accurate manner., • Record, format, and distribute meeting minutes for program and admissions meetings., • Coordinate the mailing of new student enrollment packets and required school forms to parents., • Maintain up-to-date student enrollment records and update rosters as needed., • Schedule and reserve meeting spaces using Google Calendar., • Answer incoming phone calls, direct callers appropriately, and provide assistance or follow-up when needed., • Coordinate travel arrangements, including booking transportation, accommodations, and managing petty cash as required., • Enter and retrieve data in PowerSchool; generate student-related reports upon request., • Access student information in eSPED and retrieve therapy and other student reports as necessary., • Utilize and maintain proficiency in software including PowerSchool, eSPED, Microsoft Word, Excel, PowerPoint, and Google Workspace (Docs, Forms, Sheets, etc.)., • High school diploma or equivalent required; some college coursework (2–4 years) preferred., • In lieu of post-secondary education, relevant experience as an administrative assistant, executive secretary, or similar role may be considered., • Proficiency in Windows and Microsoft Office Suite, including Word (mail merge), Excel (spreadsheets, charts, graphs), and Outlook, • Experience using Google Workspace (Docs, Forms, Sheets, etc.)., • Familiarity with student information systems such as PowerSchool and special education software such as eSPED or other IEP management platforms., • Skilled in operating standard office equipment (copiers, scanners, fax machines, multi-line phones, etc.)., • Lifting: Must be able to lift 50-lbs minimum, with assistance. Participate in 2-person lifts. OSB offers a competitive salary and benefits package reflective of the applicant’s training and experience, including liberal financial support for the pursuit of advanced degrees. Applications from members of communities traditionally under-represented in school administrative positions are invited. Overbrook School for the Blind Equal Employment Opportunity Statement: Overbrook School for the Blind (OSB) has, and will continue to follow, a policy of recruiting, employing and promoting individuals best qualified for any position by reason of education, training, and experience without regard to race, color, ancestry, genetic information, familial or marital status, domestic or sexual violence victimization, ethnicity, religion, age, sex (including pregnancy, childbirth or a related medical condition), sexual orientation, gender identity, national origin, or non-job-related disability or the use of a guide or support animal because of blindness, deafness or physical disability. OSB shall not discriminate against an individual who has exercised his/her rights against discrimination in accordance with applicable federal, state, or local laws. Overbrook School for the Blind offers a competitive salary and benefits package reflective of the applicant’s training and experience. 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Job Description Sono Bello is America's top cosmetic surgery specialist, with 185+ board-certified surgeons who have performed over 300,000 laser liposuction and body contouring procedures. A career at Sono Bello means being part of a dynamic and high-energy work environment where every team member can make a difference. We love what we do, and it shows! We believe everyone deserves to have their best body today and pursue their best life now. SUMMARY The Assistant Practice Manager assists the Practice Manager in overseeing the delivery of our trusted brand of service, the Sono Bello patient experience, and the efficient operations of daily business activities. The Assistant Practice Manager puts our patients' experience, safety and concerns above all else. The Assistant Practice Manager has some responsibility for the performance of each center employee, and is both empowered to and has some accountability for setting expectations and developing employees in their dual roles of building patient and doctor satisfaction. ESSENTIAL DUTIES AND RESPONSIBILITIES (including but not limited to the following): • Oversee and support day-to-day office activities in an accredited out-patient surgical facility to include delivering the Sono Bello patient experience, efficiencies of office operations and resolving employee matters, • Shares responsibility for the administration of all operations ensuring they follow AAAHC guidelines policies and procedures for operation, • Works with the Risk Manager and medical staff to insure AAAHC compliance and managing the office's QA/ QI reporting processes, • Shares responsibility for the administration of clinical staff within the clinic with medical support from the governing body/ AAAHC for appropriately licensed staff members., • Model company values as specified in the Sono Bello mission statement and demonstrate a "does whatever it takes" approach., • Responsible for tracking ADP errors and punches. Reporting and communicating to PM., • Auditing logs daily for compliance and addressing concerns., • Completing printed nurse and staffing schedules with oversight by the PM's., • Overseeing the INET and BI scheduling tool to insure 100% compliance., • Insuring tertiary sales growth working with clinical staff., • Champion action plans for achieving company goals., • Communicate with the governing body, executive management, physicians supporting functions and center employees through regular discussions, meetings and visual demonstrations., • Resolve issues in a real-time environment, such as employee relations, customer service, ordering or materials requisitions, financial issues, patient complaints, etc., • The Assistant Practice Manager is responsible for insuring that all operational clinical requirements follow AAAHC guidelines including those that fall under the responsibility of medical staff such as all safety and surgical logs., • Facilitate and assure top quality communication among patients, doctors, employees, and Corporate Administrative Staff, • Assure that patients and physicians are treated with appropriate respect at all times as dictated by Sono Bello's Rights and Responsibilities document and Sono Bello standards., • Constantly assess patient flow, wait times, and schedules. Take action to resolve delays and maximize patient comfort, • Must be fluent in all Sono Bello policies along with the policies and operational guidelines of the AAAHC processes with assistance from the Risk Manager,, • Work with human resources, the corporate risk manager, credentialing manager (for medically licensed staff members) to ensure that all new hire paperwork is completed and forwarded to corporate offices. Review clerical and personnel records to ensure completeness, accuracy, and timeliness., • Acquire approval of all performance reviews, verbal warnings, and written warnings from HR Manager prior to reviewing with staff member., • Assist in the creation and maintenance of all staff schedules (Physicians, Medical staff, Administrative). Create and maintain vacation and leave schedules for office employees., • Provide coverage as needed for staff members (as applicable). Accountable for overtime hours and maintaining staffing levels necessary to maintain the mandated standard of care. It is specifically noted that the Assistant Manager will spend a considerable amount of time working in back up capacity at the front desk as it is the life blood position of the practice., • Complete payroll functions including reviewing employee timecards and surgical tracking logs for accuracy. Feb 2023, • Ensure adherence to compliance with company policies and procedures at all times., • Assure that the office's physical facilities are properly maintained and in excellent condition at all times for patients. Build working relationship with Property Management to insure Sono Bello's facilities meet the standards of an accredited outpatient surgical facility, • Audit office practices, documentation, and processes to assure adherence to AAAHC and company's policies and procedures, including but not limited to: auditing patient charts, monitoring interactions with patients, quality-control of various accounting reports, etc., • Perform administrative tasks required by the business, e.g. bank deposits, process invoices, reports, etc., • Act with integrity to maintain patient confidentiality and insure HIPPA compliance at all times while maintaining PHI logs., • Staffing coverage at front desk for EOM, • 100% INET scheduling and standards compliance by managing FDC's., • Monitoring incident reporting process is complete and accurate., • Communicate with colleagues in roles of similar responsibility to exchanges ideas, troubleshoot and learn best practices., • Maintain proper security of in-house medications as dictated by policy., • Ensure Center is in-line with all medical regulations that are required of business model, i.e. OSHA, HIPAA, state and federal regulations., • Share responsibility for the confidentiality, security, and physical safety of patient and clinical records., • Responsible for the timely retrieval of individual records upon request., • Supervise the collection, processing, maintenance, storage, and appropriate access to and usage of clinical records., • Responsible for the security of the clinical record including a method of tracking who accesses the record in order to block unauthorized access., • Greet patients, introduce them to the center, and make sure schedule reflects appointment status., • Responsible for growing patient referrals through great customer service., • Review clerical and billing records to ensure completeness, accuracy, and timeliness., • Oversee the maintenance and accountability of the schedule book., • Enter payments on computer and credit card transactions., • Log payments received throughout the day, and document as needed., • Verify all invoices are accurate. Work with Practice Manager if there are any discrepancies so they can be corrected as needed., • Ensure deposit slips are filled out for all received and cash and checks, and deposits are made in a timely manner. This position assists in the supervision of employees including front desk, physicians, registered nurses, medical assistants, licensed practical nurses and consultants. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE BA/BS Degree or equivalent combination of education and experience. Two or more years of experience in a fast-paced operating room. Experience in Cosmetic Practice or previous Medical Office Management a plus. OTHER SKILLS AND ABILITIES Possess experience or ability to perform audits utilizing established standards and systems, with the ability to communicate results and deficiencies in a manner that will impact outcomes. Must be proficient with MS Office and have the ability to learn a variety of computer operating systems. Ability to handle sensitive and confidential matters in an appropriate way. LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals, and technical journals. Ability to write reports, correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of customers or employees of the organization. Feb 2023 MATHEMATICAL SKILLS Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. REASONING ABILITY Ability to conduct analysis of data from differing data sources with the ability to infer and summarize results. Ability to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. PHYSICAL DEMANDS 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. Requires using the telephone and computer while communicating with internal and external customers and vendors. While performing the duties of this job, the employee is regularly required to use hands or fingers to handle and type. Specific vision abilities required by this job include close vision. Employee will sit for several hours each day but will also need mobility and ability to stand and walk for periods of time. Employee may need to lift up to 20 pounds on occasion. WORK ENVIRONMENT This position works in an office environment. The noise level in the work environment is usually quiet to moderate as compared to a private office with light traffic and computer printers. Must be able to travel 1-2 week per quarter to other Sono Bello offices. This position is also eligible for a monthly performance-based bonus of up to $1,000 per month (equivalent to $12,000 annually). #LI-LD1 Compensation Range$27.26—$34.08 USD Pay may vary by location, and actual compensation depends on factors like qualifications, experience, skills, and business needs. Sono Bello may adjust this range in the future. Full-time employees may also receive benefits such as incentives, equity, health coverage, 401(k) matching, paid time off, and parental leave. Benefits Package includes Medical, Dental, Vision, Life Insurance, 401K, EAP, PTO, and Paid Holidays. For applicants located in CA: link