Office Assistant

About Us:
Redefining the Future Network, Inc. (RTFNetwork) is a behavioral health organization providing compassionate care to individuals and families within our community. We offer various services for mental health support, community integration, and overall well-being. Our team is passionate about making a difference in people’s lives, and we are looking for an enthusiastic office assistant to help us maintain a well-organized and efficient office environment.

Position Overview:
The Office Assistant will support daily operations by providing administrative support to the team. This role requires strong communication and organizational skills and the ability to prioritize multiple tasks efficiently. As the Office Assistant, you will be a key point of contact for staff, clients, and external partners.

Office Operations & Administration

• Handle incoming phone calls, emails, and mail with professionalism and timely follow-through.
• Ensure the office environment is consistently organized, clean, and fully stocked with necessary supplies.
• Coordinate repairs, IT support requests, and maintenance of common areas including reception and meeting rooms.

Scheduling & Calendar Management

• Support staff by scheduling appointments, managing calendars, and coordinating internal and external meetings.
• Send appointment reminders, confirmations, and follow-up communications to clients and stakeholders.

Records & Information Management

• Organize and maintain both physical and digital files with accuracy and strict confidentiality.
• Ensure client information and office records are stored securely and in compliance with HIPAA and applicable regulations.
• Perform regular audits of filing systems to maintain integrity and accessibility of records.

Authorization Processing

• Assist with processing, tracking, and monitoring treatment service authorizations.
• Ensure accurate documentation and timely submissions to insurance carriers and managed care organizations.
• Follow up on pending authorizations and communicate status updates to clinical and administrative staff.

Client & Visitor Relations

• Greet clients and visitors warmly and professionally, creating a welcoming first impression.
• Provide accurate information about services, direct inquiries appropriately, and assist with intake paperwork.
• Respond to client needs with empathy, patience, and a trauma-informed approach.

Employee Onboarding & Orientation

• Support HR and management with the onboarding process for new hires.
• Assist with preparing new employee materials, orienting staff to office procedures, and completing required documentation.

Communication & Correspondence

• Serve as a liaison for internal and external communications, ensuring messages are clearly relayed and followed up on.
• Draft, proofread, and distribute correspondence, memos, and announcements as needed.

Billing Support

• Assist with billing functions, including processing invoices, tracking payments, and resolving discrepancies.
• Maintain accurate documentation for services rendered to support billing and reimbursement processes.
• Coordinate with clinical staff to ensure timely and accurate billing submissions.

Compliance & Policy Adherence

• Ensure consistent adherence to company policies, industry standards, and applicable state and federal regulations.
• Maintain up-to-date knowledge of office protocols and assist in implementing policy updates.
• Participate in required compliance training and maintain documentation as requested.

Clerical & Project Support

• Provide clerical support to management, including data entry, preparing reports, and filing.
• Support special projects, organizational initiatives, and agency-wide events as assigned.
• Perform other duties as assigned to contribute to the overall efficiency and mission of the organization.

Education & Experience

• High school diploma or equivalent required; Associate’s degree in Business Administration, Healthcare Management, or related field preferred.
• Minimum 1–2 years of experience in office administration or an administrative assistant role.
• Prior experience in a behavioral health, mental health, or healthcare environment is strongly preferred.
• Experience processing prior authorizations or working with insurance/managed care organizations is a plus.

Skills & Abilities

• Strong organizational skills with exceptional attention to detail and accuracy.
• Excellent verbal and written communication skills; ability to communicate effectively with diverse populations.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams); experience with electronic health records (EHR) systems is a plus.
• Demonstrated ability to handle sensitive and confidential information with the utmost discretion and professionalism.
• Proven multitasking ability and strong time management skills in a fast-paced environment.
• Ability to work both independently with minimal supervision and collaboratively as part of a team.
• Commitment to trauma-informed, client-centered service delivery.
• Working knowledge of HIPAA compliance and healthcare privacy regulations preferred.

Benefits:

• Competitive starting pay of $15.00 per hour
• Part-time position (20 hours per week)
• Paid time off (PTO) and holiday pay
• Professional development opportunities
• Supportive and collaborative work environment