Office Support

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.   Tasks include all duties outlined in job description for OS I.

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
  • Successful completion of 90-day probationary period.
  • 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