Clerk IV

Commonwealth of Massachusetts•Tewksbury, MA

1d•Onsite

About The Position

The Department of Mental Health is seeking a dynamic and energetic individual to fill a Clerk IV position. The selected candidate will provide clerical support to the Director of Clinical Social Work, Psychiatric Admissions and Clinical Social Work staff. The selected candidate must be flexible, dependable, and interact well with professional staff, clerical support staff and patients. This position is full time, 37.5 hours per week, 8:00 am - 4:00 pm. Days off are Saturday and Sunday.

Requirements

Able to work in a fast-paced environment and prioritize duties independently.
Ability to communicate effectively and take direction well.
Capable of working a full complement of interrelated professional office staff.
Able to maintain a high degree of confidentiality.
A talent for preparing complex Social Work and Psychiatric reports.
Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office work, or (B) and 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 two years of 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

Possesses full knowledge of operating standard office equipment as well as experience using Microsoft Word, Excel, Access, and Outlook.
Excellent Organizational skills
Demonstrate resourcefulness and attention to detail
Ability to prioritize and handle multiple tasks
Excellent communication and interpersonal skills
Bilingual or multilingual fluency

Responsibilities

Maintains database for Clinical Social Workers, tracking adult psychiatric patients Periodic Reviews using Microsoft Access.
Distributes Periodic Review mailings to patients’ family members, friends, Guardians, and Case Managers.
Enters Discharge Ready Information into the Mental Health Information System (MHIS) and generates reports as needed.
Answers phone calls, takes messages and forwards messages to appropriate staff.
Coordinates department programs and activities (trainings, seminars, teleconferences).
Tracks meetings and appointments for Director of Clinical Social Work & Admissions.
Schedules and arranges meetings, appointments, conferences.
Creates and maintains spreadsheets to track client information such as guardianship lists.
Types and/or transcribes correspondence, memoranda, reports, minutes of meetings, lists, and prepares standard forms using Microsoft Word.
Meets with Director of Clinical Social Work & Admissions daily to review mail, projects, and priorities.
Coordinates coverage throughout the Clinical Social Work & Financial Departments to ensure proper coverage for each unit.
Maintains the organization and upkeep of detailed filing system and archive file room.
Assists with transfers to Tewksbury Hospital by acquiring necessary information from adult psychiatric patients to complete appropriate admission paperwork.
Provides clerical assistance to QI Coordinator for mailing Family Support Group letters.
Acts as backup for documentation/dissemination of Critical Incident Reports for adult psychiatric patients.
Works as backup for Admissions Coordinator, completing paperwork, databases and delivering documents through the facility. Covers all duties for the Admissions Coordinator.
Other duties as required by Director of Clinical Social Work & Admissions.
Compliance with all applicable state and federal laws including the Health Insurance Portability and Accountability Act (HIPAA) which govern the privacy and confidentiality of information about patients.