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Administrative Support Specialist III

2 months ago

Tewksbury, Massachusetts, United States Commonwealth of Massachusetts Full time

Position Overview

Key Responsibilities:

The Commonwealth of Massachusetts is looking for a motivated and detail-oriented individual to fill the role of Administrative Support Specialist III. The chosen candidate will be responsible for providing essential clerical assistance within a psychiatric care environment. The ideal candidate will demonstrate flexibility, reliability, and the ability to communicate effectively with both healthcare professionals and patients.

Employment Details: This is a full-time position, requiring 37.5 hours of work per week, with weekends off.

Primary Duties Include:

  • Accurately completing Admission/Discharge/Transfer (A/D/T) and Unit Group Attendance tasks in a timely manner.
  • Coordinating clinical and medical appointments as directed, including arranging transportation and staff escorts to ensure appropriate care delivery.
  • Managing phone communications by answering calls, transferring them as necessary, taking messages, and responding to inquiries to enhance workplace communication.
  • Assisting in emergency situations by making necessary calls to ensure prompt responses and maintain a secure work environment.
  • Maintaining patient records and filing documents systematically to comply with regulatory standards.
  • Retrieving and copying records and correspondence for communication and documentation purposes.
  • Reviewing patient records at discharge to confirm accuracy and completeness.
  • Receiving and distributing incoming mail to support effective communication and organization.
  • Utilizing office equipment for photocopying, faxing, and computer tasks to optimize productivity.
  • Drafting correspondence, memos, and meeting notes as required to facilitate organization and communication.
  • Verifying the accuracy and completeness of forms, lists, and documents.
  • Ensuring an adequate supply of forms is maintained and easily accessible.
  • Operating standard office machinery and equipment efficiently.
  • Participating in maintaining a safe workplace by reporting unsafe conditions and completing necessary work orders.
  • Engaging in hospital-wide committees as assigned.
  • Applying CARE principles to ensure a safe environment when necessary.
  • Contributing to the Improved Operational Performance process to enhance the quality of care.
  • Maintaining knowledge of relevant standards and regulations to uphold care quality.
  • Performing additional duties as assigned.

Required Qualifications:

  • Proficient in the English language, including spelling, word meaning, and usage, with the ability to read, write, and comprehend effectively.
  • Strong command of English grammar, punctuation, and spelling.
  • Ability to work accurately with names, numbers, codes, and symbols.
  • Competence in filing materials according to standard procedures.
  • Capability to maintain precise records.

Preferred Qualifications:

  • High School Diploma or GED.
  • Exceptional communication and interpersonal skills.
  • Strong attention to detail.
  • Ability to prioritize and manage multiple tasks efficiently.
  • Bilingual or multilingual fluency is advantageous given the population served.

About the Commonwealth of Massachusetts:

The Commonwealth operates a comprehensive healthcare facility dedicated to providing high-quality treatment and care for individuals with chronic medical and mental health conditions. The facility offers a wide range of services, including 24/7 nursing care, psychiatric services, and various therapeutic interventions.

Mission Statement:

The Commonwealth is committed to ensuring access to services and supports that meet the mental health needs of individuals of all ages, enabling them to thrive in their communities. The organization establishes standards for effective and culturally competent care to promote recovery and supports mental health training and research.