Office Specialist 3 - Adult Mental Health Svcs.

The Marion County Health and Human Services Department is in search of an experienced clerical professional to join our team as an Office Specialist 3 within Adult Mental Health Services. The ideal candidate will have both a clear understanding and a proficient high level of skill in clerical functions including but not limited to: Immediate/advanced level in Word and Excel including creating documents, spreadsheets and graphs, extracting and manipulating data, attention to detail, organizational skills, ability to make independent judgments, effective communication, promote teamwork and excellent customer service.

You will serve as a back-office support and help to promote a positive environment for the department, as you work closely with key staff to meet program goals and guidelines.  If you enjoy a fast-paced, diverse workday and enjoy growing your skills, this may be the opportunity that you are looking for! New employees typically start at Step 1 of the pay scale ($22.81/hour).

GENERAL STATEMENT OF DUTIES
Performs administrative support activities of a complex or technical clerical nature, which requires advanced skills, independent judgment and discretion; acts as lead worker of a specific clerical function overseeing the work of others; and performs other related duties as assigned.

SUPERVISION RECEIVED
Works under the general supervision of a supervisor/manager or professional employee, who assigns work, establishes goals, and reviews results obtained for compliance with department and program policies, procedures and goals.

SUPERVISION EXERCISED
Supervision of other employees is not a responsibility of positions in this classification; however, exercises lead direction over other clerical or office staff.

CLINICAL/ADMINISTRATIVE SUPPORT 

• Provides administrative assistance/support requiring initiative and ability to interpret and articulate critical information and high level technical and systems level information with independent judgment to program and clinical supervisors and clinical staff.
• Processes performance evaluations and other personnel information for supervisors. 
• Assists with coordination of recruitment process. Works with program supervisor and clinical supervisors to prepare paperwork and processes for hiring new staff.
• Works with program supervisor and clinical supervisors to prepare paperwork, track and process re-class studies, opening of new positions and other personnel concerns.
• Assists program supervisor and clinical supervisors with highly confidential and sensitive personnel issues.
• Consults with program and clinical supervisors to coordinate and monitor implementation of projects; interprets and acts as resource on program policies and procedures as required.
• Acts as primary support staff to process subpoenas requests and follows Marion County Health Department subpoena policy.   
• Oversees and facilitates confidential record requests per HIPPA requirements from outside agencies.  Performs flow of record requests from receipt, logging, clinical/supervisor oversight and approval (if needed) to the photocopying and preparing of confidential record request mailing and invoicing.
• Recalls records from archiving as needed. 
• Uses problem solving methods to make system improvements and to support clinical staff with caseload management.
• Runs report to monitor intake enrollments for correct insurance data weekly.  Initial billing information has already been faxed by Centralized Intake (CI) staff to the billing team for set up of coverage screens.   May double check insurance information in the Medicaid Management Information System (MMIS).  
• Runs open encounters report on a daily basis and closes when appropriate or notifies clinical staff when needed.
• Runs the discharge report on a weekly basis to monitor for sending discharge summary to Primary Care Physician (PCP).
• Tracks, updates and distributes a report for indigent clients at ABH.
• Verifies release of information (ROIs) forms and updates information in EHR, as needed.  
• Acts as liaison with the billing team to resolve data entry/billing issues.
• Scans, uploads and names (using designated naming convention) documents into the EHR. 
• Updates information of individuals in service (i.e. change of address, phone numbers, emails, PCPs, etc.)
• Acts as floor monitor.
• Creates and maintains Excel spreadsheets, Word documents, presentations, etc. as requested.
• Assists with creating policies and procedures, as requested. 
• Shares responsibility to create and maintain phone lists and staff names on mailboxes and in & out board.
• Prepares and distributes updated organizational policies and procedures. 
• Assists with onboarding of new staff.
• Schedules/coordinates meetings and conferences; sends reminder notices for upcoming meetings/events.
• Assists with setup of telehealth video platform accounts (i.e. Dr Cloud Zoom).
• Shares responsibility with other support staff for: maintenance and resolving problems/issues with county cars, setting up video meetings as requested (i.e. Teams, etc.), daily pick-up and distribution of faxes, sending reminder notices for upcoming meetings/events, setting up laptops/equipment for groups/meetings, maintaining supply of paper in machines (i.e. copier, fax, etc.), scheduling/coordinating meetings (i.e. All Staff, In-Service Day) and conferences, maintaining lockbox for p-card drop off lock box.
• Acts as notary representative for staff.
• Maintains lockbox for office keys.

FISCAL DUTIES/PAYROLL

• Oversees petty cash and related records.
• Receives cash/checks for the department; reconciles and submits bank deposits per cash control policy.
• Reconciles receipts/log of payments and deposits per cash control policy.
• Processes, audits and submits bi-monthly payroll for ABH, including proofing for errors, facilitating corrections on initial timecard, obtaining supervisor signatures, submission to administration, and maintaining responsibility for corrections after submission with both staff and supervisors.
• Distributes electronically and audits bi-monthly timesheets.
• Distributes paychecks (paychecks without direct deposit)/mileage checks and maintains confidentiality.

PURCHASING AGENT/ACCOUNTS PAYABLE/ACCOUNTS RECEIVABLE

• Tracks, maintains, and orders office supplies; enters purchase information into Works; submits p-card summary monthly and checks for completeness and supervisor’s signature on order request (or approval/authorization form) and monthly report. Submits to direct supervisor for their sign off in Works.
• Processes requests and reimbursement requests for staff training using p-card.
• Completes purchase requisition form for department supply orders and submits to accounts payable.
• Orders business cards, printing orders, forms, and books/magazines/education materials.  Assures that items are priced correctly, charged to the proper cost center/account number, then routed to administration for payment. Signs off and submits bills for payment.
• Discusses with clinical/program supervisor any problems with any of the payables.
• Contacts for p-cards at Silverton Rd Ste B; signs p-cards in and out for staff and supervisors.

PERSONNEL BACK UP DUTIES

• Provides secretarial support function for Program Manager, Program Supervisor, Senior Office Manager (SOM), and Office Manger (OM).  Attends ABH staff meeting on 1^st Wednesday of the month.
• Runs monthly reports from Electronic Health Record (EHR) and distributes electronically to supervisors and staff as requested for all Adult Behavioral Health Programs/Stepping Stones/Horizon House.  Runs reports/queries (i.e. open encounter, annual review and caseload reports) to ensure accuracy and proper billing of data entered by clinical staff in BH service areas of ABH and Stepping Stone/Horizon House.   

CLINICAL BACKUP DUTIES  

• Performs data entry for client monthly billing - Gero Enhanced Care Services (ECS) program.
• Assists with front desk back up and reminder calls, as needed.
• Assists with reception and medical records.

PRE-ADMISSION SCREENING RESIDENT REVIEW (PASRR)

• Acts as primary contact that facilitates scheduling of Pre-Admission Screening Resident Reviews (PASRRs) between nursing/medical facilities and evaluators.
• Enters information into an electronic tracking log.
• Submits PASRR reports to Office of Mental Health and Addictions Services (OMHAS) according to Oregon Administrative Rules (OARs).
• Performs other job duties as assigned by supervisor.

Response Level 2: In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Staff at this response level must complete Incident Command System 100 and 700 on-line or in-person training.

EXPERIENCE AND TRAINING

1. Graduation from high school, or equivalent; AND
2. Two years of general office experience; including one year of experience utilizing a variety of computer software programs; OR
3. Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

SPECIAL REQUIREMENTS

• The finalist for this position will be required to pass a criminal history background check; however, conviction of a crime may not necessarily disqualify an individual for this position.
• This position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid, Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and non-procurement activities (Executive Order No. 12549).
• This assignment is represented by a union.
• This is a full-time position, which is eligible for overtime.
• Typical Work Schedule: Monday through Friday, 8:00 a.m. - 5:00 p.m., with flexibility depending upon the needs of the department and program.

KNOWLEDGE, SKILLS, AND ABILITIES
Considerable knowledge of accepted modern office practices, procedures and techniques; English composition, spelling, and grammar; arithmetic, clerical/accounting principles and processes; Some knowledge of:  techniques of supervision and training; concepts and techniques of prioritizing/organizing work; applicable program policies and procedures and/or rules, regulations and statutes depending upon assignment of duties and responsibilities.

Substantial skill and ability to independently, accurately and effectively perform assigned tasks and duties following established procedures and program policies; meet and assist the public, staff, clients, and other personnel of other businesses in a courteous, professional manner; comprehend and adhere to stated oral and written instructions, communications and procedures; apply principles, policies and procedures to specific work assignments; provide training to others; give and prioritize work assignments.

PHYSICAL REQUIREMENTS
Sits; stands; moves about the work area; bends forward; stoops; lifts up to 30 lbs.; pushes and pulls up to 5 lbs.; carries up to 15 lbs.; moves carts weighing up to 50 lbs.; operates a keyboard; speaks clearly and audibly; reads a 12-pt. font; hears a normal level of speech; works in areas that may be exposed to dust and office chemicals.

Salary : $23 - $31