Office Support Specialist I (728729)

Job Title: Office Support Specialist I

Duration: 2 Months (Possible Extension)

Location: Worcester, MA- 01605

Job Summary:

Provides administrative assistance to the Site Director; maintains aspects of the Mental health Information System (MHIS); assists with responses to/from Central Office, Area, and other DMH Offices; maintains filing system of needed data and submits reports needed on a timely basis; assist in any other tracking needs to ensure effective operations of the office; take minutes at staff meetings and any other meetings needing minutes; type and distributes minutes in a timely fashion; provide assistance.

Job Responsibilities:

1. Primary administrative support to Case Management and two state-operated group living environments, compiling Reports and spreadsheets, making and receiving telephone calls; typing Correspondence; reports, etc.

2. Administrative liaison between the site office, the state-operated programs, and the general public.

3. Responsible for the daily operation of the clerical component of the office, including the phones, Reception area, and workflow.

4. Data entry to and reporting from Mental Health Information Systems (MHIS); entering required data input and export data.

5. Assists in implementing new office procedures to ensure efficient operation of the office.

6. Respond to informational requests from the Central/Area DMH Office as directed by the Site Director; follow up on information that is not received by the required date, to meet required deadlines; liaison to staff development for tracking of staff training.

7. Manages the Quality Assurance process for case manager record reviews; maintains a listing of client records to be reviewed; follows up with billing error reporting. Provides detailed information to the Site Director.

8. Maintains confidentiality, HIPAA, and professionalism regarding information and materials handled.

9. Provides and completes for processing paperwork as needed for personnel changes/onboarding/termination.

10. Completes and maintains requisition forms for lower subsidiary and contracted services, monitors office inventory, and orders supplies.

11. Participates in the RFR Request for Response procurement process.

12. Assists the Site Director in the recruitment, orientation, and organization of Community Conversation meeting(s).

13. Provides the Case Management department with needed information from tracking and filing systems as required.

14. Manages the central filing system of active, closed, and archived files; including standard forms: State, Area, and Local Policy files.

15. Attends weekly staff and Service Team meetings as well as monthly TAY Team and other meetings as required. Takes the Minutes, types and distributes all minutes in a timely fashion.

16. Supports authorization services by preparing referrals as requested for the Service Team.

17. Provides local liaison coordination to technical support for staff on computer systems; includes required forms and documentation.

18. Performs all related work duties as required.