Office Services Assistant jobs in Portsmouth, NH

Office Manager & Executive Assistant

Are you ready to make a difference in our communities and watch your expertise positively impact children and families with complex needs? Do you enjoy being part of a dynamic team in a fast paced, positive environment? Are you a life-long learner that values opportunities for growth? If so, then being the Office Manager & Executive Assistant position for our program might be your next career move. This position is vital to the success and growth of our clinic.

Reach for the Top Therapy Services is an outpatient pediatric rehabilitation facility in Dover NH. We are seeking the right candidate to serve as the Office Manager & Executive Assistant for our fast-paced clinic serving children birth through twenty-one.

The Office Manager & Executive Assistant must possess excellent critical thinking and interpersonal skills and the ability to demonstrate high-level problem-solving skills to maximize administrative effectiveness, efficiency, and flow for target organizational outcomes and family satisfaction.

Must be able to work in a fast-paced environment, shift attention to manage multiple priority tasks and maintain professionalism at all times. Possess good organization and communication skills; focused on being proactive and constantly seeking to improve and grow individually and as an organization. They must understand how the clinic works as a whole and in relation to other departments.

The best candidate will have 4 years of customer service experience in a clinical health care setting with at least 1 year of supervisory experience and a passion for supporting other's growth and development.

Benefits For You

• Paid Time Off
• Flexible Schedule Options
• 6 Paid Holidays
• Substantial Medical Stipend towards Personal Health Insurance Plan
• Dental & Vision Insurance
• Employer Paid $15,000 Life Insurance Plan
• 401K

Qualifications

• Continually reinforces the organization’s overall mission to all stakeholders, in written and oral communications, and in actions.
• Works collaboratively with all departments to ensure effective patient care is received from initial contact and registration, scheduling, attendance maintenance, billing and payment, and satisfaction with the administrative team.
• Maintains a current knowledge of health insurance plans for population served.
• Computer literacy, proficient in MS Word, Excel, Publisher, and PowerPoint.
• Excellent communication skills both written and verbal.
• Strong interpersonal and customer service skills.
• Strong team lead skills, ability to give constructive feedback and praise.
• Experience with written performance evaluations, promotions, disciplinary actions, and all supervisory actions needed to support a team.
• Patient scheduling experience as well as senior leadership scheduling experience, as needed for this dual role.
• Ability to enter and retrieve data accurately; to capture data on scheduling and visit count outcomes, to assess patterns/needs.
• Ability to determine priorities, shift attention, work independently, solve problems and achieve outcomes necessary to ensure organizational excellence.

Responsibilities

• Oversees the Administrative Team and Works Closely with the Director of Operations to ensure all positions are meeting targets and have the necessary training and resources needed to achieve organization's targets.
• Maintains daily schedule for the Executive Director; client scheduling needs, leadership team meeting needs, and community stakeholder needs via phone, email, and scheduling.
• Researches and organizes key details for all the Executive Director's fundraising, grant writing, and development initiatives, stewardship details, mailings, and key follow-ups.
• Complete Executive Director's filing, faxing, and inbox organization.
• Collect balances and co-payment due weekly, in coordination with Office Administrator.
• Coordinate efforts regarding collections with the Office Administrator and Director of Operations.
• Oversee the waitlist, referrals, and complete registration of intakes within 48 hours of receiving.
• Schedule all new patient evaluations with families, sending paperwork, and creating necessary electronic and chart files.
• Confirm new patient evaluation appointments by telephone 24 hours in advance to confirm and document outcome.
• Oversee all No-Show appointments within 24 hours of missed appointment.
• Re-inform families of and enforce attendance policies as needed.
• Oversee and lead all new therapist schedule creation with Director of Clinical Services and Scheduling Coordinator.
• Oversee and lead all specialty program scheduling needs for our 15 specialty programs, in coordination with the specialty team leads, participating therapists, and senior leadership as necessary.
• Assist in coverage of administrative team duties during staff vacation/call outs.
• Assist with callout coverage and rescheduling for therapists as needed.
• Assist with answering the phones and cleaning as needed.
• Complete credentialing of all new therapists within set time frames.
• Complete roster updates for each insurance within set time frames.
• Participates in development and implementation of special projects as directed by the Executive Director.

Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, sexual orientation, gender identity, protected veteran status or disability.

All applicants must have reliable transportation to work and have a demonstrated history of reliability in prior employment. Any candidate who is offered a position will be required to submit to a background check,

Our dynamic team of 18 staff and a therapy dog are very close-knit, strong communicators, flexible, thoughtful, and hard-working, with a strong commitment to a family-centered trauma-informed play-based approach, in which we put children and families at the heart of all we do - and we are looking forward to meeting you.

So, if you meet all the requirements above and like to laugh at work, take initiative, want your suggestions and hard work appreciated, enjoy working within a close-knit team and have great communication and planning skills, we look forward to hearing from you.

Job Type: Full-time

Pay: $22.00 - $27.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• No weekends

Experience:

• Supervising: 1 year (Required)
• Medical office: 4 years (Required)

License/Certification:

• Driver's License (Required)

Ability to Relocate:

• Dover, NH 03820: Relocate before starting work (Required)

Work Location: In person