Clerk III/Unit Secretary

Commonwealth of Massachusetts • Worcester, MA

7d • Onsite

About The Position

Worcester Recovery Center and Hospital (WRCH) operated by the Department of Mental Health (DMH) is seeking an experienced Clerk III/Unit Secretary to perform all the duties associated with the Unit Clerk Position, the main duties being answering the phones, routing messages, maintaining Medical Records, performing administrative duties such as typing, photocopying, faxing, data entry, etc. for their unit. Perform other duties as needed.
Please Note: This position is a 37.5 hours per week. The selected candidate will work Monday through Friday from 7:00 AM to 3:00 PM with Saturday and Sunday as days off.

Requirements

• Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office work, or (B) an equivalent combination of the required experience and the substitutions below:
• I. A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.
• II. A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.
• III. A diploma for completion of a one year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum or one year of the required experience.
• IV. A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for the required experience.
• Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.

Nice To Haves

• Knowledge of the English language including spelling, work meaning and word usage.
• Ability to understand, apply and explain the laws, rules, policies and procedures governing assigned unit activities.
• Ability to use proper grammar, punctuation and spelling.
• Ability to follow written and oral instructions.
• Ability to assemble items of information in accordance with established procedures.
• Ability to work accurately with names, numbers, codes and/or symbols.
• Knowledge of the types and applications of standard office filing systems.
• Knowledge of clerical office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation.
• Ability to complete assigned duties in a reasonable timeframe.
• Ability to deal tactfully with others.
• Ability to establish and maintain harmonious working relationships with others.
• Ability to exercise discretion in handling confidential information.
• Ability to determine the proper format and procedure for assembling items of information.
• Ability to perform typing functions in which speed is not essential, such as typing forms, routine correspondence, envelopes, labels, index cards, etc.

Responsibilities

• Treats all patients with dignity and respect through interactions which affirm the individual’s needs and preferences and by optimally integrating the patient’s perspective into all facets of care; will advocate for patients facilitate timely resolution of patient concerns and assist patients in the exercise of their rights.
• Answers telephone calls and provides routine information concerning agency services according to established procedures.
• Files and retrieves material such as correspondence, reports, Medical Record forms, etc. in accordance to detailed procedure.
• Prepares standardized forms such as routing slips, tracking slips, payroll calendars, etc. according to detailed procedure.
• Receives and distributes incoming mail, packages, etc. to appropriate individuals with the assigned unit.
• Posts information to logs or records according to prescribed procedures.
• Operates specialized office machines and equipment requiring training: computers, photocopiers, fax machines, etc.
• Reviews forms, lists, documents, correspondence and/or reports for accuracy and completeness.
• Performs typing functions in which speed is not essential, such as typing forms, routine correspondence, envelopes, labels, index cards, etc.
• Maintains Medical records according to established procedures in order to ensure accurate and complete information.
• Answers inquiries relative to laws, rules, regulations, policies and procedures governing agency services.
• Schedules or arranges conferences, meetings, interviews, or similar activities by reserving required facilities, checking the availability of parties involved and notifying appropriate individuals of dates, times and locations to ensure the availability of facilities and attendance by appropriate individuals.
• Prepares requisitions according to standard procedures in order to replenish supplies.
• Notifies appropriate parties, orally and in writing, of information such as meetings, conferences, court decisions, trial cancellations, patient arrivals and discharges, etc.
• Compiles statistical information to be included in reports of agency activities.
• Proofreads typed material for grammatical, punctuation and spelling errors and for proper format, accuracy and completeness.
• Composes correspondence for routine letters such as requests for information, confirmation of meetings, etc.
• Performs other duties as required.

Benefits

• Comprehensive Benefits
• When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
• Want the specifics? Explore our Employee Benefits and Rewards!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees