Dutech’s Job
Office Support Specialist I
Worcester,MA
DatePosted : 3/26/2024 7:16:55 AM
JobNumber : DTS1017175892JobType : Contract
Skills: Data entry, Compiling reports and spreadsheets
Job Description
Provides administrative assistance to the Site Director; maintain aspects of the Mental health Information System (MHIS); assist with responses to/from Central Office, Area, and other DMH Offices; maintain 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
- Primary administrative support to Case Management and two State Operated group living environments, compiling reports and spreadsheets, makes and receives telephone calls; type correspondence; reports, etc.
- Administrative liaison between the site office, the state operated programs and the general public.
- Responsible for daily operation of the clerical component of the office, including the phones, reception area and work flow.
- Data entry to and reporting from Mental Health Information Systems (MHIS); entering required data input and export data.
- Assists in implementing new office procedures to ensure efficient operation of the office.
- Respond to informational requests from Central/Area DMH Office as directed by the Site Director; follow up on information that is not received by required date, to meet required deadlines; liaison to staff development for tracking of staff trainings.
- Manages the Quality Assurance process for case manager record reviews; maintains listing of client records to be reviewed; follows up with billing error reporting. Provides detailed information to the Site Director.
- Maintains confidentiality, HIPAA, and professionalism regarding information and materials handled.
- Provides and completes for processing paperwork as needed for personnel changes/onboarding/termination.
- Completes and maintains requisition forms for lower subsidiary and contracted services, monitors office inventory, and orders supplies.
- Participates in the RFR – Request for Response procurement process.
- Assists the Site Director in the recruitment, orientation and organization of Community Conversation meeting(s).
- Provides Case Management department with needed information from tracking and filing systems as required.
- Manages the central filing system of active, closed and archived files; including standard forms: State, Area, and Local Policy files.
- 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.
- Supports authorization services by preparing referrals as requested for Service Team.
- Provides local liaison coordination to technical support for staff on computer systems; includes required forms and documentation.
- Performs all related work duties as required.
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