Support Specialist

Oakland Community Health Network • Troy, MI

1d • Hybrid

About The Position

The Support Specialist provides administrative support for the Customer Services Department. This includes business front-desk services and general and administrative support duties that help to keep the organization running efficiently.

Requirements

• 6 months+ training beyond High School
• 1 to 3 years' experience with answering a multi-line phone system, front desk reception, customer service, knowledge of Office 365.
• Ability to multi-task and prioritize these tasks in a fast-paced environment to complete duties in a timely manner.
• It is important to show professionalism in maintaining customer/client confidentiality.
• High level of proficiency and experience with Microsoft 365 Business including secure cloud Teams, SharePoint, One Drive, etc. for storing and retrieving documents.
• Knowledge of organization’s Record Management System (ODIN) to identify, compile and retrieve data.
• Basic oral & written skills to communicate results and findings effectively to stakeholders.
• The HIPAA Privacy Rule - Health Insurance Portability and Accountability Act (HIPAA) standards for the security of electronic protected health information (e-PHI), electronic exchange and the privacy and security of health information.
• Use established format and reporting tools to meet strict compliance timelines.
• Maintain confidentiality of patient care information in accordance with HIPAA Privacy act in accordance with release of confidential health information.
• Ability to multi-task in a fast-paced environment.
• Ability to prepare and agenda and to scribe and record the key details and decisions made during the CAC meeting using Microsoft Word.
• Ability to prepare stipend payments using Microsoft Word and Smartsheets.
• Maintain electronic filing of important documents received (from local, state, county, and governmental entities.)
• Knowledge of building tenants, OCHN staff / department names.
• Exercise confidentiality.
• Knowledge of multi-function printing systems and secured email for scanning documents and recording cash receipts.
• Attention to detail and following written instructions regarding mail processing.
• Knowledge of organizations policies and procedures.
• Knowledge of building and safety guidelines.
• Knowledge of maintenance & facilities vendors.
• Knowledge of contract provider agencies.
• Coaching to provide feedback for corrections and improvement.
• Know basic operations of postage and printer equipment in order to troubleshoot or place service request.
• Know where safety materials and tools are located.
• How to respond to emergent situations.
• Good problem solving and communication skills.
• Interacting with others in a way that gives them confidence in one’s intentions and those of the organization; demonstrating loyalty to the organization and its mission and values; maintaining social, ethical, and organizational norms; firmly adhering to codes of conduct and ethical principles. (Integrity/Building Trust)
• Making customers and their needs a primary focus of one’s actions; developing and sustaining productive customer relationships, recognizing that the ultimate customer is the person served. (Customer Focus)
• Actively identifying new areas for learning; regularly creating and taking advantage of learning opportunities; using newly gained knowledge and skill on the job and learning through their application. (Continuous Learning)
• Setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence in addition to consciously adopting organizational standards of excellence. (Work Standards)
• Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message. (Communication)
• Must have available means of transportation to and from OCHN and for required offsite meetings or site visits.
• Must be available for meetings and events which may occur outside of standard office hours.

Responsibilities

• Greeting clients via both telephone and in-person office visits to the organization.
• Processing medical record requests.
• Preparing agenda and documents for monthly Citizens Advisory Committee (CAC). Scribing of minutes during CAC Meeting.
• Preparing committee member stipend payments using Smartsheet and submitting to the finance department.
• Processing incoming and outgoing mail for the organization and building tenants.
• Formatting public comment response letters and formatting monthly Board memos.
• Updates OCHN Meeting hotline
• Assisting IT and Facilities Management Teams.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED