Client Services Assistant (Temp) at Mosaic… · Tyler

Client Services Assistant (Temporary) - POSITION DESCRIPTION

**Please Note: This is a temporary work assignment with a specific employment period of June 29th through October 16th, 2026. The working hours are approximately 10:30am -7:00pm Mon-Thursday and 8:30am -3:00pm on Friday.

POSITION TITLE: Client Services Assistant REPORTS TO: Director, Client and Business Continuity

GENERAL DESCRIPTION:

The Client Services Assistant, has the primary task of welcoming clients, guests and visitors, onboarding new clients, evaluating client financial responsibilities, accepting payments, directing calls, and supporting Center operations.

MAJOR RESPONSIBILITIES:

1. Answering multi-line phones, troubleshooting caller needs, welcoming visitors
2. Onboarding new clients, client intake, collecting and posting payments; cash handling
3. Provide essential communications to therapists, Center leadership and others

EXAMPLES OF WORK:

Reception/Client Experience

• Welcoming and orienting new and returning clients to the Center, to include explanation of services, processes and expectations;
• Answering the phone and responding to routine inquiries about the Center; troubleshoot common issues;
• Managing data entry into multiple databases, online systems and schedules as required;
• Evaluating situations and making decisions using Center policy and procedure in the absence of clear direction.

Client Onboarding, Cash Collection and Documentation

• Conducting client intakes according to protocol, establish payment arrangement using insurance, contract or sliding fee scale protocols;
• Ensure documentation is accurate and complete;
• Scheduling client with appropriate provider; Managing cancellations, reschedules;
• Collect and post payments; communicate with key stakeholders regarding scheduling, payment, insurance and other client specific needs;

Provide Essential Communications

• Ensure clients understand insurance and sliding fee scale processes;
• Preparing monthly and annual statistical reports as requested
• Receive, distribute mail, messages, etc
• Communicate with providers regarding client’s needs, schedule changes, adding new clients, special circumstances;
• Document activities as appropriate;

EXPERIENCE AND QUALIFICATIONS:

• Graduation from high school/GED required
• Two years of experience in general office work
• Working knowledge of office environment, procedures, and equipment
• Ability to deal professionally and effectively with the public
• Ability to deal with a diversity of people in many types of crisis situations, make appropriate assessments and referrals, and recognize one's own limitations
• Ability to maintain confidentiality
• Possess technical skills, including knowledge of electronic medical record systems, word processing, data entry, operating office equipment safely;
• Skill in maintaining and filing records;
• Using effective communication skills, stress management techniques and assertiveness to enforce Center policies, and provide positive client and visitor experiences.
• Bilingual preferred, not required

Position-Specific Demands

This position performs the majority of work indoors, with some outdoor work during special events. Job duties require the ability to remain in a stationary position between 50-80% of the time worked; the ability to traverse the office area; constantly operate office machinery such as computers, calculators, faxes and printers. Duties also require the ability to lift, push, pull or move items up to approximately 25 pounds. Occasionally, an individual in the position might find the need to kneel, stoop, crouch or traverse tight spaces. The position requires the individual to be able to communicate frequently using appropriate senses in order to detect, discern, identify, recognize, judge, observe, estimate, inspect or assess details of the work environment.

The individual in this position could be exposed to changes in climate when working outdoors, and be subject to tension, stress and difficult situations from time to time. Occasionally, the individual could be exposed to hazardous chemicals such as inks, toners, cleaning chemicals or similar. Exposure to blood/bodily fluids and bloodborne pathogens is expected to be rare.

Please note: nothing in this job description restricts administration’s right to assign or reassign duties and responsibilities to this job at any time;

This description reflects administrations assignment of essential functions, it does not provide or restrict the tasks that may be assigned;

This job description is subject to change at any time.