Under the general supervision of the Supervisory Office Manager, the Support Staff position is responsible for secretarial and general clerical duties assisting in the operations of the department.
ESSENTIAL JOB FUNCTIONS:*
Demonstrates commitment to the mission of the agency with a strong understanding and respect for the goals of agency activities.
Answers and routes incoming telephone calls, taking referral information and messages, giving information, or directing calls to appropriate staff, as necessary.
If applicable, generates computerized list of consumer appointments and contacts consumers to remind them of their appointments. Schedules appointments in conjunction with staff, and follows-up on transportation services, as needed.
Performs typing, word processing, filing, and photocopying for Manager and Unit staff; checks for completeness and accuracy of information prior to distribution; assures that transcription of dictation progress notes, evaluations, and reports are done within established time lines and forwarded according to protocol.
Assures that office files and consumer records are maintained in accordance with established quality assurance procedures.
Assists with the billing process; gathers and records data, generates reports, and tracks information for management staff.
Generates and maintains various reports for Manager, utilizing computer databases.
Sorts and distributes incoming mail and prepares outgoing mail according to established procedures.
Greets consumers and others coming into the Unit office.
Forwards all forms to their appropriate destination according to established procedures.
Ensures that activity logs are accurate and reflect daily progress notes; notifies coordinators or manager regarding late activity logs or progress notes.
Assists with the processing of consumer related information related to consumer intakes, case openings, and current consumer case load.
Ensures that consumer payments and office petty cash are handled according to established procedures.
Participates in regular unit staff meetings and meets periodically with the Manager for joint review of performance of self and unit clerical staff. May take staff meeting minutes and transcribe notes for distribution.
Ensures consumer confidentiality is maintained at all times and in accordance with federal, state, and agency standards.
Maintains and orders office supplies and processes weekly purchase orders.
OTHER DUTIES AND RESPONSIBILITIES:
Communicates effectively both verbally and in writing, establishes positive public relations and interacts effectively with a diverse array of professionals and consumers.
Maintains appropriate boundaries and displays respect and courtesy to all internal and external customers.
Demonstrates patience, caring, compassion, and sensitivity toward consumers.
Completes and submits required documentation in a timely manner and according to policies and procedures.
Participates in training to maintain or enhance job skills.
Ensures that confidentiality is maintained at all times in accordance with federal, state, and agency standards.
Adheres to the agency's Risk and Safety Management Programs
Adheres to the agency's Organizational Standards for Performance (see attached).
Functions in a cost-effective manner with regard to the utilization of time, supplies and other agency resources.
Attends meetings and supervisions as required and necessary for the position.
Promotes and fosters effective relations, both inside and outside of the agency.
May use personal vehicle for agency-related business as required.
May perform other related duties as required.
EDUCATION AND EXPERIENCE REQUIRED:
Duties require knowledge of general office practices and/or clerical skills equivalent to completion of a high school diploma and one to three years of related experience, or equivalent combination of education and experience.
Knowledge of business English, grammatical construction, spelling, punctuation, and vocabulary and the ability to type accurately.
Ability to communicate effectively both verbally and in writing; to establish positive public relations; and to interact effectively with a wide variety of people.
Ability to maintain confidentiality of sensitive information.
Must be comfortable working with people with disabilities.
Ability to display respect and courtesy to all internal and external customers.
Detail-oriented with good organizational and time management skills
Ability to manage multiple priorities and tasks, and consistently meet deadlines.
Ability to demonstrate good problem solving and critical thinking skills.
Knowledge of modern office practices, procedures, and equipment.
Professional demeanor, with a customer focus and strong customer service skills.
Must be a team player and accountable for results.
Proficient with the use of a computer and job-specific software applications.
This position has no supervisory responsibilities.
WORKING CONDITIONS/PHYSICAL DEMANDS:
Normal office environment, not subject to extremes in temperature, noise, odors, etc.
Regular use of computer keyboards, telephone and operating office machines, requiring eye-hand coordination and finger dexterity.
Occasional lifting and carrying of supplies, files, documents, records, etc.
May experience interruptions to assist consumers.
The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
*External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.
This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.