Clerk IV, Acton Site Office

Commonwealth of Massachusetts•Acton, MA

2d•Onsite

About The Position

The Department of Mental Health is seeking a dynamic and energetic individual to perform clerical and administrative functions within the Acton Site Office. The selected candidate must be flexible, dependable, and interact well with professional staff, clerical support staff and clients. The primary responsibilities include but limited to; manages incoming calls for the Site by transferring calls to the appropriate staff and providing information to ensure the flow of communication throughout the Site. This position is full time, 37.5 hours per week, 9:00am-5:00pm. Days off are Saturday and Sunday.

Requirements

Possess experience using Microsoft Word, Excel, Access, and Outlook.
Excellent communication and interpersonal skills
Experience in taking accurate minutes
Ability to work in a fast-paced environment and prioritize duties independently.
Full knowledge of operating standard office equipment.
Ability to maintain a high degree of confidentiality.
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

Excellent Organizational skills
Demonstrate resourcefulness and attention to detail
Ability to prioritize and handle multiple tasks
Bilingual or multilingual fluency

Responsibilities

Receives visitors by answering questions and directing them to their destination and/or notifying staff of their arrival to facilitate appointments.
Maintains Site Medical Record Room by organizing, filing, and retrieving medical records in accordance with Standard Record Filing System.
Schedule or arrange conferences, meetings, interviews, appointments 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.
Responsible for handling incoming and outgoing mail.
Processes medical record requests according to current HIPPA Regulations.
Assists generating reports from Inform and MHIS for Site Director and Supervisors as needed. Enters data into MHIS as needed.
Acts as back up to the Office Support Specialist as needed.
Maintains calendars for Conference/Interview rooms by logging appropriate information to determine eligibility.
Records, types and distributes meeting minutes of site-based meetings.
Performs other duties as required.