Office Specialist

GENERAL FUNCTION:

Provides customer service support and performs routine office tasks in support of clinical services and customer accounts; includes reception duties, data entry, word processing, answering a multiline phone or switchboard, managing petty cash, opening and maintaining clinical and medical charts, and overall office support for program at site. 

 

RESPONSIBLE TO:  Manager/Director of assigned department

QUALIFICATIONS:

  • At least one year of vocational training in business office procedures plus one year of experience in providing customer service in general office setting and with multi-line telephone system. General office experience may be substituted, year for year, for educational requirements.
  • Knowledge of and demonstrated ability to use word processing software applications.
  • Ability to type a minimum of 50 wpm and 10 key by touch
  • Must have valid Washington State driver's license.
  • Must pass a criminal background and Inspector General check.

TYPICAL DUTIES & RESPONSIBILITIES:

1.  Customer Service

  • Ensure that reception area is safe, presentable, and comfortable for agency customers

  • Maintain supply of required forms and brochures in reception area

  • Greet, register and announce customers for clinical or medical services

  • Schedule appointments, maintain appointment book, call to confirm next day appointments

  • Receive and route incoming telephone calls to appropriate staff, page staff in-house or on personal pagers when necessary

  • Coordinate intake appointments and master schedule with entry services

  • Prepare intake packets and assist customers in preparing financial and administrative documents

  • Maintain bus pass account; assist customers in obtaining Paratransit transportation services

2.  Customer Accounts

  • Collect payments/medical coupons and notify appropriate staff of past due accounts according to current procedures

  • Maintain and manage petty cash including balancing account and submitting receipts and reports to accounting

  • Exercise good judgment in managing accounts; coordinate with accounting department and clinical staff as needed

     

3.  Clinical Services Support

  • Enter data into computer system in a timely manner, proofing and ensuring quality control

  • Prepare memos, letters, group room calendars and other documents as needed using word processing software, proofreading and ensuring quality control

  • Prepare and maintain clinical charts (electronic and hard copy) in an accurate and timely manner, updating basic information as needed according to current procedures outlined in procedures manual

  • Update in/out board as needed, notifying manager in writing of absent team members

  • Copy materials for team as needed, in accordance with agency policy and in compliance with federal copyright law

  • Maintain adequate supply of forms inventory and request office supplies as needed for team or site

     

4.  General Responsibilities

  • Provide backup and coverage for other team members as needed or when coverage is not available

  • Receive and distribute mail for site or location

  • Maintains supply list and orders supplies according to agency policy

  • Maintains forms inventory for site and orders forms through copy center when needed

  • Maintain procedures manual for assigned location to facilitate backup coverage; provide detailed information necessary to complete tasks associated with position at that location.

  • Manage own time and other resources in skilled manner

  • Participate in meetings and team activities as appropriate

  • Maintain professional skills through various training and educational opportunities

  • Coordinate and/or schedule meetings and/or groups as needed 

KNOWLEDGE, SKILLS, ABILITIES

  • Demonstrates written and oral competency in Standard English.

  • Able to use 10-key and standard keyboard for up to two hours of data entry per day.

  • Demonstrates word processing skills in preparing and printing documents.

  • Demonstrates ability to deal with a diverse public in a tactful, gracious and courteous manner.

  • Able to learn and perform routine activities quickly and accurately, to standards, within the first 90 days of employment.

  • Exercises good judgment in maintaining client confidentiality, complying with applicable laws and administrative codes, and with agency procedures.

  • General knowledge of office equipment: computers, fax machines, copiers and printers

  • Completes agency required training as needed

  • Other duties as assigned that supports program needs

    PHYSICAL REQUIREMENTS:

  • Ability to sit at a desk for an extended length of time

  • Able to lift and carry 35 pounds

  • Able to stoop, bend, and stretch overhead including retrieving and returning charts