Administrative Professional II - CLTS

Position Summary and Job Duties

Provides clerical support to the Behavior Health Division in the Children's Long Term Support Program and generally to other program areas in the Human Services Department.Supports and promotestheMission,VisionandGuidingPrinciplesoftheHumanServicesDepartment.Performsina manner consistent with the HSD Professional Standards and "Commitment to my Co-Workers".

35% - Provides data and information management support in various data base applications.

• Opens/closes CLTS episode; enters and updates client case information into Electronic Health Record (EHR) and Program Participation System (PPS).
• Scans/uploads client record information into EHR.
• Processes internal referrals and prepares a file for assignment to case manager. Adds children to EHR, PPS wait list, and internal wait list. Reviews wait list with Program Manager monthly to ensure accuracy.

• Provides telephone coverage for the CLTS staff. Receives/makes phone calls to/from staff, clients, and outside agencies. Following up as needed.
• Prepares agendas and handouts. Reserves meeting rooms. Sends notices to staff for meetings. Attends one unit meeting per month.
• Makes, updates, and copies forms. Prepares a variety of packets required for the CLTS Program.
• Forwards ISP and CCOP documentation to accounting.
• Verifies driver license status for providers.
• Verifies Medical Assistant status of clients, notify case manager of any change of status.
• Sends/receives emails and faxes.
• Operates a variety of office equipment and assists staff with use of equipment.
• Orders and distributes necessary supplies.
• Delivers and obtains internal and external mail including payroll travel reimbursement forms.
• Assists staff with projects.

• Compiles monthly statistics and reports for compliance tracking.
• Prepares agenda for screening committees with all budget increase requests and requests to bypass the waiting list. Routes all paperwork to the appropriate people. Keeps track of all requests and receives
• information and follows up on missing paperwork from case managers that was requested during screening committee.
• Transition to Family Care paperwork is sent to the appropriate MCO when asked by case manager.
• Maintains ineligibility list.
• Processes purchase requisitions.

Success Factors (KSA's)

• Knowledge of various software programs, including but not limited to Microsoft Word, Excel, Access and Outlook.
• Knowledge of computer principles, practices and applications.
• Knowledge of general current office practices, procedures and familiarity with standard office equipment.
• Knowledge of business English, spelling, grammar and punctuation.
• Ability to understand and effectively carry out oral and written instructions.
• Ability to maintain a high level of confidentiality.
• Ability to multi-task and perform a wide range of clerical duties accurately.
• Ability to establish and maintain effective public and working relationships.
• Skill in maintaining a high degree of accuracy and completing data and records.
• Work requires familiarity with departmental policies and procedures.

Job Requirements, Education, Training & Experience

• Graduation from high school supplemented with pertinent course work at a business college or vocational school.
• Experience with a variety of computer programs to include but not limited to databases, access, excel, word, website and related department software programs.
• Must be able to type a minimum of 40 net words per minute.
• Five or more years of responsible office work experience, or any equivalent combination of training and experience which provides the above knowledge, abilities and skills.
• Valid driver's license.

Essential Job Functions (physical elements, equipment and working conditions)

Physical elements:

• Ability to stand, walk and sit.
• Ability to exert 20 lbs of force occasionally or up to 10 lbs of force frequently.

• Ability to use computer and computer keyboard, telephone, scanner, and copier/fax machine.

• Almost all indoor work in an office setting.
• Potential interactions with clients that may be unpredictable resulting in a high stressed environment.
• A valid driver's license to get between various county buildings is required.