Office Support Specialist

The Office Support Specialist, DHS, position is responsible for performing a variety of diverse and complex clerical tasks that require attention to precision and accuracy. Duties involve the application of some limited judgment in carrying out the job requirements, however, office routines governing tasks are in place and established. Duties include data entry, substantial customer relations, and service activities which involve the application of various regulations, rules, and department routines that must be applied in a precise and accurate manner. Additional duties include maintenance of department records, transcriptions, receptionist support, maintain statistical reports, and gathers data needed for various department forms and reports.

Duties and Responsibilities
• Verifies Insurance Coverage for Mental Health clients.
• Screens clients for Rule 25 assessments.
• Transfers financial cases in/out from other counties.
• Verifies Incomplete Random Moments.
• Manages mail by collecting and preparing to be sent out.
• Verifies ride services for client, prepares billing and enters information on billing sheets.
• Calculates sliding fee scale for Mental Health clients.
• Assists clients in filling out financial forms for financial assistance.
• Performs and schedules intakes and follow-up appointments for psychiatrist, medication management, and therapy.
• Gathers information needed for upcoming appointments for nurses and providers. Makes daily reminder calls for appointments.
• Performs receptionist duties and functions that include:
o Greets clients to determine nature of issues, problems or questions and refers clients to staff schedules appointments.
o Directs clients to other agencies within the County. Answers questions concerning agency programs and services.
o Provides clients application forms, assists clients in completing applications and answers questions.
o Provides high-quality customer service and client services.
• Transcribes, types, and provides clerical support.
• Prioritizes work and timeline for project completion.
• Updates, maintains, files, and records all correspondence, test results, case narratives, progress reports, client visits, client contacts or other information required for case/file management.
• Responsible for control and maintenance of centralized filing system. Creates files, maintains files, and closes files.
• Copies, collates, scans documents, faxes, and/or distributes information, assists in destroying old or outdated file information or records in accordance with record retention routines. • Provides office support for Mental Health Center manager, nurses, and staff.
• Maintains all office supplies and state brochures.
• Maintains case destruction for mental health files.
• Strategizes with supervisor workflow policies and procedures, and prioritization of Office Support Specialist workloads.
• Prepares purchase of service agreements and contracts.
• Performs data entry such as entering program statistics, demographics, and new income maintenance applications.
• Composes and types various materials such as memos and letters. Assembles various packets.

While these are the primary focus of the position, we believe strongly in teamwork and employees will be
called upon to perform a variety of duties as part of their role with the County.

Position Requirements

Knowledge, Skills and Abilities
• Knowledge of specialized or related laws, terminology, rules or technical requirements specific to the area of assignment.
• Knowledge of operations, policies and procedures of Freeborn County and the Human Services Department.
• Knowledge of agency, mental health, insurance and state programs.
• Knowledge of modern office support, office equipment operations and general business practices.
• Ability to understand and apply oral and written instructions.
• Ability to use computers and relevant software.
• Effective oral and written communication skills.
• Ability to work independently and accurately.
• Skill in managing time, organizing, and setting priorities.
• Ability to perform data entry for prolonged periods.
• Ability to maintain confidentiality and data privacy according to laws, rules and policies.
• Ability to perform assignments under moderate supervision within standard operating procedures.
• Ability to follow standard procedures and tasks where basic analytical ability is required. Detailed guidelines and procedures are generally used to make decisions or determine actions.
• Ability to maintain effective working relationships with inside and outside contacts.

Education and Experience
• High School Diploma or GED
• Computer, typing and data entry experience/training
• Medical secretary diploma preferred, but not required

Licenses/Certifications
This position will require the acquisition and maintenance of the following additional certificates/licenses, depending on the area of assignment:
• Clerk/Typist Merit Test Certification
• HIPAA/Data Security Training
• IPAM Series Assessment • Merit Testing Clerk Specialist Training

Equipment and Tools
• Office equipment and technology
• Dictaphone

Physical and Mental Requirements
This job typically requires: sitting, standing, walking, feeling, manual dexterity, grasping, talking, hearing,
typing, and seeing. There is exposure to computer keyboards and video screens. This position is
generally light-duty and may require the exertion up to 20 pounds of force.

The physical demands described here are representative to those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.

Working Conditions
Work is performed in an office environment. There may be exposure to hostile or non-cooperative clients. There may be travel required to other facilities, meetings training, etc.

The work environment characteristics described here are representative to those an employee encounters while performing essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.

Competencies Common to All County Positions
• Develop, maintain a thorough working knowledge of, and comply with all departmental and applicable County policies and procedures.
• Demonstration by personal example the spirit of service, excellence, and integrity expected from all staff.
• Develop respectful and cooperative working relationships with co-workers, including willing assistance to newer staff so job responsibilities can be performed with confidence as quickly as possible.
• Confer regularly with and keep immediate supervisor informed of all important matters which pertain to the applicable job functions and responsibilities.
• Represent Freeborn County in a professional manner to the public, outside contacts and constituencies.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

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