Job Description

Looking for individuals with knowledge of human services and/or behavioral healthcare seeking an administrative position.

Title: Office Specialist

Salary: $17.00 per hour

Supervisor: Office Manager     

Status: Full-Time, Non-Exempt, 40 hours weekly

Location: 131 Couty House Rd Millbrook, NY 12545

Schedule: Monday-Friday 8:30am-5:30pm, one late day Thursday 10am-7pm  

Schedules can vary based on center coverage needs.   Office Specialists m ay be required to provide coverage in other centers as needed. Our centers are in Dutchess and Ulster Counties.   

Function:  

• The Office Specialist provides clerical support to an outpatient behavioral health center.
• Greeting clients/visitors, scheduling appointments in-person and via Zoom, reminder calls to clients for appointments, collecting copays and service fees, answering, and routing calls, and keeping documentation organized. 
• Provide a variety of routine clerical services such as filing, photocopying, faxing, maintaining office supplies, sorting, and distributing mail and other similar activities.  

Requirements:  

• Graduation from high school or possession of a high school equivalency diploma.
• One (1) year of full-time clerical work experience or completion of a clerical training program which included an internship. 
• Some experience with Microsoft Suite including Outlook, Word, Teams, and Excel.
• Experience working, interning, or volunteering in human services is a plus. 
• Other duties as assigned.

Other Requirements:  

• Comfortable working with a diverse range of individuals.
• Ability to develop and maintain collaborative and supportive working relationships with all members of the clinical and clerical staff; informs Clinic Director of relevant clinical and administrative issues; consult appropriately; actively support program goals and system improvements/changes.
• Experience working in a medial office setting is preferred.

Benefits:

• Medical, dental, and vision coverage.
• 403(b) retirement plan with employer match up to 5%.
• Generous paid vacation, holiday, sick and personal time package (2 weeks’ vacation in first year, 13 paid holidays per year, 12 sick days per year and 4 personal days per year).
• Access to Family Services’ Compassionate Leave Program where employees can donate/receive unused time off.
• Group term life and long-term disability insurance.
• Supplemental life insurance & accidental death and dismemberment coverage (AD&D).
• Supplemental insurance through Aflac.
• Employee assistance program (EAP).
• Pet insurance.

Our Mission:

Family Services brings people together to find the support they need, improving their lives and communities, and building a stronger safer Hudson Valley.

Our Values:

Compassion – Extending empathy and understanding to others.

Integrity – Being honest and dependable.

Hope – Believing in the strength of the human spirit and heart, to emerge and thrive when faced with a challenge.

Diversity – Promoting a vision of community comprised of wide-ranging assets.

Respect – Treating all individuals with dignity and without judgement.

Community – Recognizing and reinforcing the importance of our world as being comprised of people of differing strengths and perspectives.

Justice – Promoting social and economic equity and fairness.

Quality – Aspiring for excellence in every aspect of our work.

Job Responsibilities:

• The primary role of the Office Specialist is scheduling, which includes checking clients in and out.  
• Make reminder phone calls for the next day appointments. 
• Perform skilled keyboarding and accurate data entry in a fully integrated electronic medical record system; performs reception work, including providing routine information concerning clinic procedures and services, collecting fees, referring callers to appropriate staff, and taking detailed messages. 
• Accurately records daily fee collection including service fees, copays, deductibles, and invoice payments. 
• Reviews records and documents for completeness, compliance with standards and for accuracy
• Scans and files materials in record system in accordance with guidelines. 
• Maintains records of time and benefit usage, employee certification and training. Provide coverage within and at other clinics within the agency as requested.   
• Adhere to prescribed privacy practices and HIPAA regulations to protect the security of our clients and their medical records and ensure that confidentiality is maintained. 
• Support co-workers to ensure completeness of daily tasks. 
• Other duties as assigned.

Competencies:  

• Knowledge of grammar, spelling, punctuation and required formats necessary to recognize and correct such errors in correspondence, records, and reports. 
• Knowledge of software packages for word processing to produce a variety of information and for database management to track information. 
• Knowledge of office practices necessary for interacting with staff and the public, processing workflow, and filing and retrieving information. 
• Knowledge of arithmetic to verify calculations and report on work activities. 
• Skill in operating office automation equipment sufficient to produce work accurately and efficiently. 
• Ability to learn and work within procedures and guidelines. 
• Ability to provide basic information and direction to clients, public and others. 
• Ability to collect and record fees. 
• Physical condition commensurate with the demands of the position. 

Schedules can vary based on center coverage needs.   Office Specialists m ay be required to provide coverage in other centers as needed. Our centers are in Dutchess and Ulster Counties.   

Family Services, Inc. complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact hr@familyservicesny.org.

We are an equal opportunity employer and our goal is to be a diverse workforce representative of the community we serve. Family Services, Inc. follows federal, state, and local laws prohibiting discrimination in hiring and employment. We do not discriminate against employees or applicants in violation of those laws.

Must be authorized to work in the United States without work sponsorship.

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