Office Specialist 3 - Bilingual - Administrative Services - Health and Human Services

This recruitment has been reopened for additional applicants. If you have already applied for recruitment #012-2025-2, you do not need to reapply.

Marion County Health and Human Services (MCHHS) Department is seeking an experienced bilingual clerical professional to join our team as an Office Specialist 3 within our new Centralized Scheduling team. This role is crucial in meeting the needs of our diverse population with cultural competence, compassion, and sensitivity. The ideal candidate will understand and respect the diverse cultures of the clients we serve, providing sensitive and respectful care. Starting with Behavioral Health Youth and Adult programs. This position is designed to support our Qualified Mental Health Associates (QMHA's) in our intake teams, MCHHS programs, community partners, and individuals and families seeking services in our community. 

The ideal candidate will have an aptitude for high level technical clerical functions including data entry and scheduling in an electronic health record (EHR) system, record keeping, excellent communication skills in a customer-focused working environment. This position will assist in the creation of workflows in our new EHR Dr. Cloud for Centralized Scheduling and will serve as support for collecting data and scheduling individuals with the intake teams, over the phone, via email and responding to fax and physical paper referrals that may be dropped off. In this new role, you will help to centralize scheduling across the department, creating additional access for individuals seeking MCHHS services. If this is something you are interested in, please apply today.

 New employees typically start at step 1 of the pay scale ($22.81)

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.

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.

• English and Spanish required to provide assistance to customers and staff with interpreting and translating.
• Provide with Spanish interpretation to Spanish speaking clients and their families.
• Prioritize workflow of paperwork, scheduling, outreach, and referrals 
• Creates and update new Centralized Scheduling (CS) workflows for current and new programs added within the organization.
• Organization prioritization to assist with the team(s) processing Centralized Intake (CI) paperwork and referrals.
• Outreach and follow-up with clients, referring agencies and community partners.
• Data entry into Electronic Health Record (EHR) and Microsoft excel (Annual Review Tracking Log).
• Compiles and updates graphs and charts on the AR Tracking Log for monthly reporting to leadership.
• Utilizes quality improvement strategies to improve workflows and project outcomes.
• Attend service areas All Staff meetings as needed/requested.
• Coordinates, schedules, and reschedules individuals’ clinical appointments by priority software system according to the guidelines of Marion County Health and Human Services (MCHHS).
• Reschedules appointments from sick calls or other changes to fill vacated slots with priority individuals, ensuring they receive services as quickly as possible.
• Generates various reports, such as the No-Show AR Report and Therapist No-Show Report, to verify attended appointments and reschedule missed appointments.
• Provides exceptional customer service, strong communication, problem-solving and organizational skills and demonstrates the ability to work in a fast-paced team environment.
• Maintain client confidentiality per HIPAA policies, procedures, rules and guidelines at all times.
• Answers and directs telephone lines in a courteous/timely and professional manner.
• Provides clients with MCHHS resources, general information, location and directions and answers questions. Referring any medical/clinical questions to the appropriate MCHHS professional(s).
• Obtain necessary client information in accordance with procedural guidelines. 
• Complete data entry.
• Assists with coverage, cross training and projects assigned by leadership.
• Provides input for improvement/innovative ideas for programs success.
• Manages the scheduling, rescheduling, and canceling of interpreters, and maintains records to assist with billing with interpreter companies.
• Responsible for scheduling centralized scheduling/intake team(s) across MCHHS including any new programs added withing the organization.
• Verify all demographic information for clients including address, phone number, contact information etc., and compare to the information in the EHR, update/enter as needed. Relay any changes to the appropriate staff and billing team. 
• Enter new demographics at first contact with individual when scheduling appointment for centralized intake.  
• Other duties as assigned by your 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. High school diploma 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 position provides services to monolingual Spanish-speaking individuals; therefore, fluent bilingual Spanish/English skills are required. An additional 5% will be added to the hourly wage as compensation for this skill. Finalist will be required to pass a verbal and written Standardized Spanish/English Fluency Assessment as part of the hiring process.
• 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.

Salary : $23 - $31