Office Specialist 2

The Marion County Health and Human Services Department is in search of an experienced clerical professional to join our team as an Office Specialist 2 within Adult Behavioral Health (ABH) Services. The ideal candidate will have great work ethics, flexibility and reliability, superior customer services skills, excellent communication skills, understanding of clerical functions, the ability to change focus quickly to support multiple clinicians, prescribers, nurses, supervisors and individuals in services. You will serve as primary Adult Behavioral Health reception with one other primary Office Specialist 2 to promote a positive environment, as you work closely with the public, individuals in services and key staff to meet program goals and guidelines. If you enjoy working in a fast-paced reception setting and enjoy growing your skills this may be the opportunity that you are looking for New employees typically start at Step 1 of the pay scale.

GENERAL STATEMENT OF DUTIES
Independently perform a variety of responsible administrative support activities to promote and maintain effective program services, according to established practice and procedures; performs related work as required.
SUPERVISION RECEIVED
Work under the general supervision of a higher level administrative or professional employee, who assigns work, sets goals and reviews work for accuracy, completeness and compliance with department and program policies and goals.

SUPERVISION EXERCISED
Supervision of other employees is not a responsibility of positions in this classification; however, may provide training and give instruction to volunteers, interns, and other office staff.

Typical Duties - Duties include, but are not limited to the following

RECEPTION Greet, direct and screen consumers/public requesting services, providing information relating to county, department, and/or program services for making referrals/recommendations to other agencies for service. Interprets office policy to communicate information about services.Gather intake information on triage form and route to appropriate assessment team.Assist with filling out forms as needed.Reserves conference rooms as requested (accepts or declines requests from other service areas for Silverton Rd. - Suite B).Direct and monitor traffic flow through clinic. Ensure that all staff/visitors have badges and check in.Obtain and copy insurance/medical cards (print MMIS screens if applicable).Print out Electronic Health Record (EHR) information for Genoa pharmacy upon request for continuity of care.Collect co-pays/payments (if applicable). Issue receipts and secure money.Collect consumer fees and monies for loans and payments (if applicable). Issue receipts and secure money.Share responsibility with other receptionist in opening/closing of clinic.Share responsibility with other receptionist for preparing outgoing mail for Garten pick up in administration and picking up and distributing shuttle mail.Arrange for interpreters (scheduling, rescheduling and canceling) and maintain records to facilitate the reconciling of billing statements.Share responsibility for issuing bus tickets and annual fishing licenses and maintain inventory and records. Purchase and track McDonald's vouchers.Email daily shows and no shows for centralized intake appointments to the appropriate staff both internal and external.TELEPHONESScreen calls for various behavioral health programs received in Adult Behavioral Health Services on a multi-line system. Services include ABH, MST, GERO, PSRB, BHDD, Choice, Peer Wellness, ACT Supported Employment, Supported Education and Work Solutions. Provide information relating to county, department, and/or program services; transfers or refers calls to appropriate program area, source, agency, and/or staff. Interpret office policy to communicate information about services.Receive medication information from pharmacies, route to nurses.Make reminder calls to clients with next day appointments.CLINICAL SUPPORT Schedule for first appointment for prescriber after intake appointment.Schedule appointments for the nurses.Schedule, reschedule and coordinate doctor, PNPs and RNs appointments in coordination with Medical Team, Clinical and Assessment/Triage staff. Enter time blocks in EHR for multiple prescribers' schedules.Print daily schedule of medical appointments (triage, nurses, PNPs and MDs). Make and distribute copies for clinicians. Keep copies secured at front desk.Print reminder lab/medication ticklers for MDs and PNPs and distribute. Post case manager on duty (COD) and nurse on duty (NOD) coverage daily. Help facilitate finding coverage, if requested.Verify all incoming client address, phone number, contact information, etc. are correct. Record and relay any changes to appropriate staff. Enter new information in EHR. Share responsibility with other receptionist for maintaining supply of all clinical forms/releases.Share responsibility with other receptionist for searching Marion County Sheriff's database and Statesman Journal for changes to clients such as incarcerations or deaths on a regular basis. Relay information to appropriate staff.Receive medication and lab slips.Assist with forms.Assist with medical records.Request confidential medical records per HIPAA requirements from other outside agencies using form letter. Verify release of information (ROIs) and send a copy of ROI with the request letter.Photocopy.Work Orders/PurchasingShare responsibility with other receptionist to place work orders in Asset Essentials as needed. Shares responsibility with other receptionist for purchasing of supplies for Suite B via Waxie.Perform other duties as assigned by your supervisor.Response Level 2: In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Staff at this response level must complete Incident Command System 100 and 700 on-line or in-person training.

Requirements for the Position

EXPERIENCE AND TRAINING
High school diploma, or equivalent; ANDOne year of general office experience; ORAny satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.
SPECIAL REQUIREMENTS
The finalist for this position will be required to pass a criminal history background check, including finger printing; however, conviction of a crime may not necessarily disqualify an individual for this position. This position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid, Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and non-procurement activities (Executive Order No. 12549).This assignment is represented by a union.This is a full-time position, which is eligible for overtime.Typical Work Schedule: Monday through Friday, 8:00 a.m. - 5:00 p.m., with flexibility depending upon the needs of the department. KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of modern office practices, procedures and techniques; arithmetic and general record keeping/bookkeeping practices; modern office equipment and machinery and their intended use; a variety of computer systems and software; and basic knowledge of English composition, spelling and grammar.

Skill and ability to type at an acceptable rate of speed; access and use various computer systems and software; accurately and effectively perform the various assigned tasks and duties following general procedure and program policies; meet and assist clients, staff, and the general public in a courteous, professional manner; understand and effectively follow oral and written instructions, communication, and procedures; apply newly assigned procedures and practices to specific work assignments; and provide backup to other positions as needed.

PHYSICAL REQUIREMENTS
Sits; stands; moves about the work area; reaches overhead; bends forward; lifts up to 35 lbs.; moves carts weighing up to 100 lbs.; pushes and pulls up to 5 lbs.; carries up to 10 lbs.; operates a keyboard; speaks clearly and audibly; reads a 12-pt. font; hears a normal speech level; works in areas that may be exposed to dust and office chemicals.

Marion County offers a generous benefits package to regular employees working 50% or more of the regularly scheduled work week and their eligible dependents. Temporary employees and part-time regular employees working less than 50% of the regularly scheduled work week are not eligible for benefits.

Most regular positions in this classification are represented by Marion County Employees Association (MCEA). For a summary of benefits, click here. For a complete and detailed overview of the MCEA benefits package, click here, and select MCEA Benefits from the left menu or Marion County Employees Association (MCEA) from the page links. Regular and temporary employees are represented by MCEA.

Salary and benefits are subject to union contract negotiations and may change as a result.PandoLogic.Category: Social Services, Keywords: Case Manager