Office Support Staff
Classification: Non-Exempt
Reports to: Office Manager
Date: June 2025
Each day at Volunteers of America, we strive to exemplify our foundational pillar of Servant Leadership and Cultural Values of Communication, Compassion, Integrity, Respect, and Excellence.
At VOA we are committed to providing opportunities that help staff grow and enhance their skill sets. As part of this commitment, we invest in on-the-job training to prepare employees for their new positions and offer professional development opportunities, coaching, and career pathways to promote our culture of helping staff advance their careers throughout the organization.
JOB DESCRIPTION
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Summary/Objective
The Office Support Staff provides administrative/clinical support to patients and the treatment team. The Office Support Staff is the first point of contact for visitors to the facility, providing information and maintaining positive relationships with referral sources and community partners.
Essential Functions
- Answer multi-line phone system
- Schedule clients for appointments
- Inform clients of required documentation needed for their appointments
- Ensure patients complete all paperwork, and all intake/discharge processes are completed
- Process client contact and insurance information changes
- Provide administrative support for all written correspondence
- Process payments from clients
- Prepare and complete office reports/projects as assigned by supervisor specific to job position (e.g., prebilling and insurance audits)
Competencies
- Crisis management
- Ability to work with multiple staff, clients, and agencies.
- Proficiency with Microsoft Office Software: Outlook, Word, Excel
- Able to meet tight deadlines under pressure.
- Organization skills
- Ability to work both independently and as part of a team.
- Practical oral and written communication skills
- Continuous demonstration of behaviors aligned with a posture of servant leadership and our cultural values.
Supervisory Responsibility
This position has no direct supervisory responsibilities but may serve as a coach and mentor for other positions in the organization.
Work Environment
This job operates in a residential facility environment. This role routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones.
Physical Demands
The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.
While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and the ability to adjust focus. This would require lifting files, opening filing cabinets, and bending or standing on a stool as necessary.
Travel
Some travel is required for this position.
Required Education, Experience, or Eligibility Qualifications
- High School Diploma or GED
- Must possess and maintain a valid driver’s license
- Must obtain and maintain valid certifications for the following training within the first 30 days of employment. (Training for certification will be offered in the house)
- CPR / First Aid
- Mental Health First Aid
- MANDT
Preferred Education and Experience
- Two or more years working with people experiencing mental illness and substance use problems
- Two or more years working with people who are actively experiencing a crisis
- Two or more years working with people in a residential service environment
EEO Statement
Volunteers of America Northern Rockies is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristics. Volunteers of America Northern Rockies will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at 307-672-0475.
Skills Required
- High school diploma or GED
- Valid driver's license that must be maintained
- Obtain and maintain CPR and First Aid certification within the first 30 days
- Obtain and maintain Mental Health First Aid certification within the first 30 days
- Obtain and maintain MANDT certification within the first 30 days
- Two or more years working with people experiencing mental illness and substance use problems
- Two or more years working with people actively experiencing a crisis
- Two or more years working in a residential service environment
What We Do
Volunteers of America Northern Rockies is a national, nonprofit, faith-based organization dedicated to helping those in need rebuild their lives and reach their full potential, serving through a mission to harness hope and reshape futures.
