Office Support Specialist

Community Counseling Solutions•Heppner, OR

6d•$21 - $29•Onsite

About The Position

Performs clerical and secretarial work in direct support of agency programs and clinical staff. Duties generally consist of data entry, answering phones, greeting and scheduling clients, answering general question, filing, copying, typing letters, putting together basic spreadsheets and a variety of other tasks described below.

Requirements

High school diploma or equivalent G.E.D. certificate.
Must be computer literate and have the ability to create and understand spreadsheets, utilize word processing, and learn clinical software systems.
Must be able to type quickly and accurately.
The position requires the handling of highly confidential information. Must adhere to rules and laws pertaining to client confidentiality.
Must posses, or have the ability to possess functional knowledge of business English and medical terminology.
Must have good spelling and basic mathematical skills.
Must have knowledge of basic bookkeeping skills for balancing accounts.
Must have the ability to learn assigned tasks readily and to adhere to general office procedures.
Good organizational and time management skills are essential. Must be able to work with minimal supervision.
Must have in depth knowledge of standard office equipment.
Must be able to communicate effectively in both written and oral formats. Must have the ability to present and exchange information internally across teams and co-workers, and externally with customers and the public.
Must pass all criminal history check requirements as required by ORS 181.536-181.537 and in accordance with OAR 410-007-0200 through 410-007-0380.
PRE-HIRE DRUG SCREENING – required prior to hire
Must hold a valid driver’s license as well as personal auto insurance for privately owned Vehicles utilized for CCS business such as client service purposes, travel between business offices and the community, to attend required meetings and trainings.
Must show proof of $300,000 or more liability coverage for bodily injury and $100,000 property damage, and maintain said level of coverage for the duration of employment at CCS.

Responsibilities

Perform word processing to prepare all office forms with reasonable speed and accuracy.
Administer forms for urinalysis testing (UA’s), provide accurate information on the UA’s to clients, in some cases observes the UA, and record all pertinent information.
Handle multiple phone lines with voice mail system on a daily basis. Route calls to appropriate clinician.
Deal effectively and in a friendly manner with all patrons and employees in person and by phone, and direct calls and individuals to proper sources; answer inquiries and provide correct general program information to the public and clients; communicate with community agencies effectively, provide information, referrals, etc.
Order supplies when requested by the Office Support Supervisor.
Schedule clients for appointments, assist in the completion of intake paperwork when necessary, obtain completed intake paperwork, communicate with and collect fees from clients, explain fees to clients, obtain insurance information for billing purposes, enter data into computer system database.
Maintain agency and clinical forms files and supply of new client files. Copy client files as needed. Maintain clinician schedules via use of computer scheduling. Ensure entry into billing system of contracted or non-clinical services.
Assist in the training of new Office Support Specialists as needed.
Inventory office supplies and notify appropriate staff when items need to be re-ordered. Receive freight. Mail correspondence, and pick up and distribute mail.
File documents in client files. Purge files when statute of limitations has expired.
Interpret client accounts and explain this information to client.
Prepare receipts for client payments and post payments as directed.
Perform and participate in agency financial controls as directed.
Record changes of information for client records. Complete authorizations to share and exchange information.
Maintain office equipment, ensuring that equipment is in working order. Assist staff in troubleshooting problems.
Submit reports to the state, GOBHI and other agencies as required.
Gather and distribute information as requested by Office Support Supervisor (i.e. timesheets, purchase requests, and other office forms).
Responsible for opening the front office for business and closing the front office to assure the security of confidential information.
Acts as a back up for other Office Support Specialists as needed.
Other duties as assigned.

Benefits

Health, dental and vision insurance
6% initial 401K match
Potential for tuition reimbursement
Paid vacation tiers ranging from accrual of 1 day to 4 days per month (Annual rollover cap of 220 hours, additional hours can be paid out at 50% at the end of the fiscal year)
9 Paid holidays, Community service day
Floating holiday & 2 mental health days provided after 1 year introduction
Workplace Flexibility schedule options available (work from home hours vary by position & schedule)
Student loan forgiveness (NHSC & Public Service)
Paid licensure supervision.
Employee Assistance, Wellness Benefits, Dependent Care & Long-Term Disability Insurance