Office Support Specialist

2 weeks ago

Middletown, Connecticut, United States Advanced Behavioral Health Full time

POSITION OVERVIEW:

The Office Support Specialist plays a crucial role in facilitating the daily operations of the DCMM/YAS initiatives, providing essential support to the Client Financial Coordinators, Housing Coordinators, and management team. A key responsibility of this role involves the processing and organization of social security applications and communications, alongside the maintenance and updating of various spreadsheets within the program's shared drive. This position also entails coordinating with management regarding program coverage and attendance, reviewing housing census materials, and liaising with relevant staff. The Office Support Specialist will represent Advanced Behavioral Health and its services in a professional and positive manner, adhering to the organization's best practices, guidelines, policies, and procedures, thereby promoting Advanced Behavioral Health as a leader in behavioral healthcare.

KEY RESPONSIBILITIES:

  • Engages professionally and respectfully with providers and office personnel to address routine inquiries related to the DCMM contract and the social security application process;
  • Collaborates with Social Security, DHMAS, and Advanced Behavioral Health staff, maintaining a thorough understanding of DCMM/YAS services concerning benefits, eligibility, referral options, and associated documentation;
  • Updates the Representative-Payee spreadsheet to ensure accurate tracking of all applicants and current information;
  • Distributes mail to program-specific locations;
  • Provides necessary assistance to the DCMM/YAS team;
  • Reviews TripLog data and communicates any requirements to the DCMM/YAS team prior to payroll processing;
  • Assists management with staff scheduling and maintains an active calendar;
  • Organizes and maintains shared information from various program and/or site-specific data and spreadsheets;
  • Supports audit preparation as required;
  • Obtains census utilization data from DMHAS providers to assist with monthly expenditure reporting;
  • Utilizes interpersonal skills to foster positive working relationships with members, providers, facilities, and other Advanced Behavioral Health personnel;
  • Ensures confidentiality of all client protected health information and complies with all HIPAA-related policies and procedures;
  • Exhibits ethical behavior and cultural sensitivity in all interactions with individuals from diverse backgrounds;
  • Performs additional tasks/responsibilities as assigned to support business operations.

EDUCATION AND EXPERIENCE REQUIREMENTS:

  • Associate degree required or an equivalent combination of education, experience, and training that provides the necessary knowledge, skills, and abilities;
  • 1-3 years of demonstrated experience in an administrative support role or a related position.

KNOWLEDGE/SKILLS/ABILITIES:

  • Willingness to acquire in-depth knowledge of the DCMM/YAS programs and Social Security processes related to the contract;
  • Flexibility to respond promptly and positively to changing demands;
  • Strong attention to detail with the ability to manage multiple tasks and meet deadlines;
  • Proficient PC skills with demonstrated experience using the Microsoft Office Suite (MS Word, Excel, and Outlook);
  • Excellent written and verbal communication skills are essential;
  • Strong communication abilities and the capacity to prioritize the needs of staff and providers.

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