Office Support Specialist I - Westborough

Commonwealth of Massachusetts•Westborough, MA

1d•Onsite

About The Position

The Department of Mental Health (DMH), Central Mass Area is seeking a detail-oriented and organized individual with a strong commitment to customer service to provide administrative support to the Westborough Site Case Management Office under the direction of the site director. This position is 37.5 hours/week, Monday through Friday 9:00 a.m. - 5:00 p.m. with Saturday and Sunday off.

Requirements

Proficiency with Microsoft Office software
Solid written and verbal communication skills
Ability to create, format, and edit documents and spreadsheets
Ability to establish rapport with persons from different ethnic, cultural and/or economic backgrounds and interact professionally with others.
Knowledge and experience with general office equipment
Ability to exercise discretion in handling confidential information
Ability to work in a team setting and independently.
At least (A) two years of full-time, or equivalent part-time, experience in administrative work experience or (B) any equivalent combination of the required experience and the substitutions below:
Substitutions:
I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.
II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.
Educational substitutions will only be permitted for a maximum of two years of the required experience.

Nice To Haves

Knowledge of Deaf culture and the Deaf community.
Bilingual or multilingual fluency in languages - ASL highly preferred
Familiarity with behavioral health conditions

Responsibilities

Provides primary administrative support to case management compiling reports and spreadsheets, makes and receives telephone calls; type correspondence; reports, etc.
Serves as administrative liaison between the site office and the general public.
Works with Deaf Supervisor on outreaching and coordinating services to enhance opportunities for Deaf persons served
Provide support with scheduling Interpreters for Deaf and Hard of Hearing staff
Collaborate with the CMA Budget and Accounts Department and orders supplies for Deaf and Hard of Hearing specific needs.
Schedule Zoom meetings for all meetings related to Deaf Services Area Wide
Ensures overall maintenance and organization of Record Room and filing of medical records.
Provides daily operation of the clerical component of the office, including the phones, reception area and workflow.
Enters data information and reporting from Mental Health Information Systems (MHIS), entering required data input and export data.
Responds to informational requests from Central/Area DMH Office as directed by the Site Director; follow up on information that is not received by required date, to meet required deadlines; liaison to staff development for tracking of staff trainings.
Oversees the quality assurance process for case manager record reviews; maintains listing of client records to be reviewed; follow up with billing error reporting; provide detailed information to the Site Director.
Maintains confidentiality, HIPAA, and professionalism regarding information and materials handled.
Processes paperwork as needed for personnel changes/onboarding/termination.
Monitors office inventory and order supplies.
Participates in the Request for Response (RFR) procurement process.
Assists the Site Director in the recruitment, orientation and organization of Community Conversation meeting(s).
Provides case management department with needed information from tracking and filing systems as required.
Attends weekly staff and Service Team meetings and other meetings as required. Take the minutes, type and distribute in a timely fashion.
Supports authorization services by preparing referrals as requested for Service Team.
Provides local liaison coordination to technical support for staff on computer systems; includes required forms and documentation.