Office Support Specialist I, Northeast Area Office

Commonwealth of Massachusetts • Tewksbury, MA

11h

About The Position

The Department of Mental Health Northeast Area Office is seeking an energetic and organized individual for the position of Office Support Specialist. The Office Support Specialist I provides administrative support functions for the Adult Clinical Service Authorization Team.
Please Note: This position is full-time, 37.5 hours per week 9:00am-5:00pm. Days off are Saturday and Sunday

Requirements

• Knowledge of the laws, rule, regulations, policies, procedures, specifications, standards and guidelines governing DMH.
• Knowledge of the types and uses of agency databases, documents and files.
• Knowledge of state laws, procedures and guidelines.
• Applicants must have 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.
• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
• Educational substitutions will only be permitted for a maximum of two years of the required experience.

Nice To Haves

• Excellent Organizational skills
• Demonstrate resourcefulness and attention to detail
• Ability to prioritize and handle multiple tasks
• Excellent communication and interpersonal skills
• Given the population served, bilingual or multilingual fluency

Responsibilities

• Open all Adult Service Authorization (SA) mail.
• Review all new applications for necessary signatures, release forms, etc.
• Contact applicant and/or referring provider via phone or letter to request information missing from application that is needed to complete it.
• Send letters of receipt to applicant acknowledging receipt of completed application with anticipated timeline of when decision will be made.
• Enter data into MHIS for new applications with demographic information.
• Enter all newly obtained applications into shared data base and give to SA specialist to triage initial referrals for risk review.
• Request old files from Site, if needed, if applicant was previously entered into MHIS
• Respond to all initial inquires regarding requests for applications, screen calls regarding status of pending applications and pass onto SA specialist to return call or obtain information on how to respond to request.
• Type written response for all ineligible applicants per SA specialist request with accompanying recommendations and mail decision letter with copy of appeal guidelines included.
• Open and sort all mail for SA unit and file records and other correspondence in files.
• Process all unsigned, homeless and incomplete applications. Enter a note in MHIS that the application will be withdrawn in 15 business days if there is no contact from the applicant.
• Scan, fax or send via interoffice mail copies of applications to Site office for STCM assignment as requested
• Send all clinically authorized records to the respective Site office as requested.
• Once a month, purge denied and withdrawn records and send to Site for storage.
• Ensure that SA team has adequate supply of blank applications, release forms, self-addressed stamped envelopes, etc.
• Update and maintain current resource directory of available services and programs in the Area.
• Provide general office support to the Area Office including phone and receptionist desk coverage on a rotating as needed basis.
• Perform other duties as assigned including cross-coverage with other Area Office OSS staff.

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.
• Explore our Employee Benefits and Rewards!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree