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Family Services · 1 month ago

Senior Office Specialist

Millbrook, NY

Full-time

Onsite

Mid, Senior Level

$19.75/hr - $19.75/hr

2+ years exp

Family Services is an organization focused on improving lives and communities in the Hudson Valley. They are seeking a Senior Office Specialist to provide clerical support to the Behavioral Health Office Manager, perform various office duties, and ensure smooth operations within the office. The role involves managing communications, scheduling, and maintaining accurate records while supporting the needs of clients and staff.

CharityHealth CareNon ProfitSocial Assistance

No H1B

Responsibilities

Reports and consults with Office Manager regarding the daily function of Behavioral Health Center office

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

Other duties as assigned

Qualification

Microsoft SuiteBehavioral Health experienceElectronic Health Record (EHR)Clerical work experienceMultitaskingAttention to detailCollaboration skillsCommunication skills

Required

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

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 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