Office Support II 37.5 FT

Lancaster County•Lancaster, PA

23h•Onsite

About The Position

This is moderately complex clerical work involving customer service in a variety of forms including: answering and directing phone calls, greeting visitors at our reception desk, communicating with staff, processing agency mail, data entry, typing and processing of documents. This position involves the need for strong communication skills both verbal and written, the ability to follow directions, strong organizational skills, attention to detail, and the ability to multitask. Work may involve the skilled utilization of specialized equipment and may also include providing clerical support to agency staff. Work is subject to periodic changes in operating procedures and requires some adaptability to shifts in work schedule. Employees work with considerable independence within standard operating procedure; however, detailed supervisory guidance and review is received for new or unusual situations and changes in operating procedures and policies.

Requirements

Completion of high school business curriculum, a high school diploma or equivalent or any equivalent experience and/or training which provided the required knowledge and abilities.
Knowledge of English grammar, spelling, and punctuation.
Demonstrate strong communication skills both verbally and in writing.
Demonstrate strong organizational skills and attention to details.
Proficient in the use of a computer and various software applications.
Proficient in typing skills.
Ability to exercise professional judgment and discretion in interacting with internal and external customers.
Ability to understand and follow oral and written instructions which explain multifaceted procedures.
Ability to proofread information for completeness, grammar, and accuracy.
Ability to data enter information with efficiency and accuracy.
Ability to compose straightforward, informational correspondence such as emails in reply to requests or questions on the work process or related information.
Ability to organize work and develop effective work methods.
Ability to instruct and advise clerical employees on the methods and procedures used in the work unit.
Ability to make duty-oriented decisions on the basis of well-defined standards.
Ability to operate office equipment such as the fax machine, photocopier, postage meter, scanner and instruct others on their use.
Knowledge of standard office procedures, practices, conduct, and actions necessary in maintaining harmonious working relationships.
Must pass pre-employment drug screening test.
Must have acceptable background check that includes FBI Clearance, PA State Police criminal history and ChildLine clearances.
Clearances are required prior to the start of employment and may not be more than one year old at time of employment.
Must be able to work in a busy and open environment.
Must be able to lift/move boxes that potentially weigh 15-25 pounds.
This position does not qualify for telecommuting.

Responsibilities

Accurately data enter information into various internal/external databases.
Accurately type letters, memos, reports, spreadsheets, and creation of other documentation as needed.
Complete all copying, mailing, faxing, scanning, and distributing as assigned.
Coordinate the translation of documents into various languages via contracted providers.
Scanning client documents and upload them into the corresponding electronic health record according to established deadlines.
Utilize Microsoft Outlook on a routine basis to receive electronic documents from staff.
Verify client records including open/closed status, identification purposes, coding and document verification, document purging, case manager assignment, and identify deceased consumer records.
Maintaining an organizational system that safeguards all client documentation according to HIPAA.
Greeting and interacting with visitors, maintaining sign-in sheet, announcing arrival of visitors to appropriate staff, observation of the waiting room which may include notification of Sheriff or Police as needed.
Answering and screening phone calls, directing call to the appropriate staff, message taking and delivering, which may include emergency level communications.
Carry out mail duties that include the processing of incoming/outgoing US mail and interoffice courier mail.
Provides assistance with reserving meeting rooms.
Creating informational packets, this includes ordering brochures and information booklets, copying handouts and organizing/collating of information.
Responsible for maintaining a procedure manual that explains how all job duties are performed.
Provide coverage of job duties assigned to other Clerical Specialist's in times of lengthy absences.
Additional duties as assigned.