PSA Behavioral Health Agency

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Office Assistant

at PSA Behavioral Health Agency

Posted: 2/4/2019
Job Reference #: 966220
Keywords: office, front office

Job Description

Job Summary

Provides direct supervision to the front office staff team at our integrated health clinic.  This position will ensure excellent customer service, facilitates teamwork, researches policies and procedures, recommend change for compliance and/or efficiencies, ensure contractual requirements, participates in evaluation procedures and participates in agency meetings, as required. This position will be working with Adult and Youth Commercial, General Mental Health, Substance Use and the Serious Mentally Ill populations for Behavioral Health and Medical Services.


Essential Functions

  • Supervise program staff for all QSP programming, as assigned
  • Monitor, support and evaluate overall job performance of assigned staff
  • Ensure the delivery of culturally competent behavioral health and social services consistent with the Agency’s mission, goals, licensure rules, accreditation standards and best practices
  • Ensures requirements are met for AHCCCS, Bureau of Medical Facilities Licensing, CARF and funding sources
  • Provides training on current procedures to direct reports and able to perform all required functions in the front office and provides coverage, as needed, during lunch breaks, unexpected absences and scheduled time off
  • Ensure that all direct reports understand the co-pay requirements and procedures and all co-pays are collected at time of service
  • Supervises, manages and ensures that direct reports maintain extensive knowledge of Credible and enter member information into this system
  • Ensures that contractual requirements are met and informing management of any deficiencies and working together to develop corrective action, when necessary
  • Ensures that direct reports are taking care of the daily tasks of mail, faxes, copying, answering phones, scanning, scheduling, transportation, eligibility, tracking certain items and intake paper work etcin an accurate and timely manner
  • Maintains and coordinates the ordering of office supplies
  • Ensures there is adequate supply of bus passes at all times
  • Supervise, manage and ensure compliance with all PSA personnel, administrative, financial and clinical policies; ensures that staff adhere to all policies and know how to access them electronically
  • Holds monthly team meetings focusing on working as a team, customer service and contract compliance. Holds regular individual supervisory sessions with all direct reports
  • Monitors the flow of scheduled members on a daily basis, ensuring front office paperwork for GMHSA intakes are completed within 40 minutes of the member signing in and prior to the scheduled therapist appointment time
  • Ensure and is accountable for all reports are completed on a daily, weekly or monthly basis (I.E. intake show log, Medicare Part D, Bus Ticket/Pass log, No Show log; Eligibility tracker, Petty Cash/Change Fund etc.)
  • Works on special projects and committees, as required
  • Ensures that direct reports are providing excellent customer service
  • Plan, organize, monitor and provide staff training and development activities according to needs identified in the personnel and/or program evaluation process
  • Develop and maintain effective working relationships with community agencies, key stakeholders, leadership and clinic staff
  • Assist in quality improvement initiatives, as assigned by leadership
  • Support and comply with AHCCCS Principles and the Nine Guiding Principles for Recovery Oriented Adult Behavioral Health Services and Systems
  • Assist in actively assessing the clinic for non-compliance issues and notify supervisor in a timely manner to ensure follow up
  • Must be able to work flexible hours
  • Must be able to work in a culturally diverse environment
  • All other duties as assigned by supervisor

 Qualification Requirements


  • Bilingual preferred but not required.
  • Bachelor’s degree preferred, AA Degree or Medical Billing Certification
  • Minimum of 2 years supervisory experience
  • Valid AZ driver’s license.
  • Five-year MVD Report that meets the agency’s auto insurance carrier’s coverage requirements and have dependable transportation, as you will be utilizing your own vehicle with mileage reimbursement
  • Must have a current CPR/First Aid card within 30days of hire
  • Must have a DPS Level 1 fingerprint card within 90days of hire


Knowledge of:

  •  Non-Violent Crisis Intervention Methods used to prevent or de-escalate inappropriate behaviors of participants or others.
  •  How to provide behavior management in crisis situations.
  •  Where to access resources for assistance.
  •  How to document participant activities and progress according to accepted professional and agency standards.
  •  The special needs and characteristics of the client population
  •  Prevention of violent behavior or behavior harmful to the members or others
  •  Provision of behavior management in crisis situations
  •  Documentation of member activities and progress according to accepted professional and agency standards



  • Excellent interpersonal and communication skills
  • Well organized
  • Ability to be flexible, as specific tasks/situations change
  • Under direction, possess ability to work independently but also be able to work in a Team environment
  • Proficiency in group process and group facilitation
  • Ability to work effectively with staff in a supervisory role
  • Ability to train staff in administrative processes
  • Proficiency in promoting participant responsibility, mastery and to recognize symptom exacerbation
  • Ability to be creative, energetic, flexible and to serve as a healthy role model for staff and participants
  • Ability to organize and coordinate a diverse group of professional and paraprofessional staff
  • Proficient in WORD, EXCEL and Power Point
  • Excellent computer literacy using Microsoft products and other related software.
  • Ability to learn new software in a timely manner.

 Physical Requirements


Must be able to lift and carry boxes/packages up to 50 pounds as needed. Must be able to push and pull file cabinet/desk drawers open and closed daily

Body Positions/Movements:

Sit in a chair at a desk for extended numbers of hours each workday: moves from office to office. Must be able to retrieve items/supplies on overhead shelves and bend/stoop to reach files located in bottom file cabinets. Drives to and from various locations of service delivery.


Hand Use/Sense:

Manual dexterity sufficient to use calculator, telephone, keyboard and various office machines on a daily basis and be able to write. Must be able to communicate both in person and on the telephone, enter information on the computer and read various instructions. Be able to read numbers, reports, and computer terminals.

Operating an agency motor vehicle, other vehicle, equipment, machinery or power tools.

Analytical Requirements

Must be able to analyze many variables and choose the most effective course of action. Personal maturity is an important attribute. Must be able to resolve problems, handle conflict and make effective decisions under pressure. Ability to give, receive, and analyze information, prepare written materials, and articulate goals and action plans. Ability to do simple math calculations, input data into the computer, and analyze data as requested.

Equipment to Be Used

Must be able to operate computer and other office machines, including fax, calculator, telephone, copy machine.

Working Conditions

Usually works in a typical office setting.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!