Title : Office Specialist

Salary range : $17.00 per hour

Supervisor : Office Manager

Status : Full-Time, Non-Exempt, 40 hours weekly

Location : 7 Market Street Dover Plains, NY 12522

Schedule : Monday-Friday 8 : 30am-5 : 30pm, one late day Tuesday or Thursday 10am-7pm

Schedules can vary based on center coverage needs. Office Specialists may be required to provide coverage in other centers as needed.

Our centers are in Dutchess and Ulster Counties.

Position Summary :

This position provides clerical support to the Behavioral Health Office Manager. The Senior Office Specialist will support the Office Manager according to the Behavioral Health office needs.

The Senior Office Specialist will perform several clerical duties following policy and procedures with most independent judgment being exercised while performing and overseeing reception type duties.

This position does not supervise other employees, but may direct the work of interns, temporary employees, and other Office Specialists.

This position will report directly to the Office Manager.

Job Requirements :

Graduation from high school or possession of a high school equivalency diploma.

Two (2) years of full-time clerical work experience in the behavioral health field while directly or indirectly supervising staff.

Experience with Microsoft Suite including Outlook, Word, Teams, and Excel.

Other Requirements :

Comfortable working with a diverse range of individuals.

Ability to develop and maintain collaborative and supportive working relationships with all members of the clinical and clerical staff;

informs Clinic Director of relevant clinical and administrative issues; consult appropriately; actively support program goals and system improvements / changes.

Knowledge, Skills, & Abilities :

Knowledge of grammar, spelling, punctuation and required formats necessary to recognize and correct such errors in correspondence, records, and reports.

Knowledge of software packages for word processing to produce a variety of information and for database management to track information.

Knowledge of office practices necessary for interacting with staff and the public, processing workflow, and filing and retrieving information.

Knowledge of arithmetic to verify calculations and report on work activities.

Ability to learn and work within procedures and guidelines.

Ability to provide basic information and direction to clients, public and others.

Ability to collect and record fees.

Ability to develop and maintain collaborative and supportive working relationships with all members of the clinical and clerical staff;

informs Office Manager of relevant clinical and administrative issues; consult appropriately; actively support program goals, system improvements and changes.

Meticulous attention to detail with the ability to multitask.

Benefits :

Medical, dental, and vision coverage.

403(b) retirement plan with employer match up to 5%.

Generous paid vacation, holiday, sick and personal time package (2 weeks’ vacation in first year, 13 paid holidays per year, 12 sick days per year and 4 personal days per year).

Access to Family Services’ Compassionate Leave Program where employees can donate / receive unused time off.

Group term life and long-term disability insurance.

Supplemental life insurance & accidental death and dismemberment coverage (AD&D).

Supplemental insurance through Aflac.

Employee assistance program (EAP).

Pet insurance.

Our Mission :

Family Services brings people together to find the support they need, improving their lives and communities, and building a stronger safer Hudson Valley.

Our Values :

Compassion Extending empathy and understanding to others.

Integrity Being honest and dependable.

Hope Believing in the strength of the human spirit and heart, to emerge and thrive when faced with a challenge.

Diversity Promoting a vision of community comprised of wide-ranging assets.

Respect Treating all individuals with dignity and without judgement.

Community Recognizing and reinforcing the importance of our world as being comprised of people of differing strengths and perspectives.

Justice Promoting social and economic equity and fairness.

Quality Aspiring for excellence in every aspect of our work.

The following duties are indicative of the level and types of activities performed by this position. It is not meant to be all inclusive and does not preclude a supervisor from assigning activities not listed which could reasonably be expected to be performed by an employee in this title.

Essential Duties and Responsibilities :

Disseminates information to Office Specialists under the Office Manager’s supervision.

Makes administrative decisions when Office Manager is unavailable.

Answers and screens telephone calls.

Refers individuals and agencies to appropriate staff.

Responds to complaints by referring individuals to the appropriate staff member.

Creates supply purchase orders.

Performs office duties such as scheduling, checking clients in and out of the Behavioral Health Centers.

Collects fees, accurately records fee collection including copayments, deductibles, and invoice payments.

Creates and makes deposits.

May provide general support to visitors.

Updates reports, spreadsheets and folders as needed.

Coordinates with IT or electronic health record team for issues.

Makes administrative decisions when Office Manager is unavailable.

Performs accurate data entry.

Makes reminders calls each day to clients and notes correctly in the EHR the contact.

Provides clients with accurate routine information concerning procedures and services provided by the Behavioral Health Centers.

Refer callers to appropriate staff and takes detailed messages.

Responsible for Electronic Health Record (EHR) training of office staff and ongoing support

Reviews records and documents for completeness, compliance, with standards for accuracy.

Scans and files records and documents in accordance with guidelines.

Sends missed appointment letters and clinical correspondence to clients and agencies as requested.

Completes required agency trainings.

Updates demographics

Blocks clinical schedules.

Ensures that client information is always confidential and secure in accordance to HIPAA regulations

Maintains operations by following policies and procedures, reporting needed changes.

Provide compassionate service to clients while calmly managing client communication, filing, and answering telephones. Clients should be treated as people rather than a number in a file.

Ability to use discretion while working with sensitive information.

INDBH

We are an equal opportunity employer and our goal is to be a diverse workforce representative of the community we serve. Family Services, Inc.

follows federal, state, and local laws prohibiting discrimination in hiring and employment. We do not discriminate against employees or applicants in violation of those laws.

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Last updated : 2024-05-22