Office Specialist - ID Case Mgmt.

at  City of Chesapeake

JOB DESCRIPTION

The IDD Office Specialist Co-manages the reception area and is the point of entry for anyone seeking services at the office location. This position provides complex clerical support to a team of clinical professionals primarily in developmental disability case management but also support other programs as need is required. This position requires the ability to communicate effectively, use basic math skills, computer skills and must have good organizational skills.

• Drafts a variety of correspondence for case managers and supervisors. Extracts necessary information from service notes to insert into correspondence. Monitors to-list and completes assignments within established timeframes.
• Assist the Program Supervisor to prepare for the monthly supervisors meeting, keep record of upcoming tasks and track completion status.
• Prepares training and workshop request forms for clinical staff.
• Coordinates and schedules psychological evaluations with contract psychologists. Reviews invoices for accuracy and submits for payment processing.
• Maintains tracking logs to monitor the status of various projects including appointment requests, outstanding invoices, and case transfers.
• Pulls chart documentation for transfer cases to other CSBs.
• Review, sort and scan chart documentation sent from other CSBs.
• Maintains/reconciles petty cash monthly, bus tickets, and addresses the food pantry needs by shopping for food.
• Orders and receives supplies through PeopleSoft. Stocks/maintains copy room and staff mailboxes.
• Creates charts in Electronic Medical Record (EMR) for new clients, data input, filing, faxing, photocopying and scanning. Monitors DocuSign daily to attach signed documents to Credible services.
• Download from EMR and upload weekly OSVTs and RATs into WAMS.
• Responds to calls/inquiries regarding case management.
• Mail ISPs, letters to individual/Guardian.
• Serves as backup for the front area in the absence of staff. Stays up to date on Same Day Access procedures.
• Performs other related duties as assigned.

The City of Chesapeake offers an exceptional range of benefits. Please browse our Benefits Brochure, for a full list of benefits and employee perks.

REQUIRED QUALIFICATIONS

VOCATIONAL/EDUCATIONAL REQUIREMENT: Requires a high school diploma or GED and any combination of education and experience equivalent to satisfactory completion of one year of college education in word processing, secretarial skills, or a closely related field.
EXPERIENCE REQUIREMENT: | In addition to satisfying the vocational/education standards, this class requires a minimum of three years of full-time equivalent experience in administrative support.
SPECIAL CERTIFICATIONS AND LICENSES: Depending on departmental operational requirements, may require valid driver’s license and driving record in compliance with City Driving Standards.
SPECIAL REQUIREMENTS: Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. Emergency operations support work and work locations may be outside of normal job duties.

PREFERRED QUALIFICATIONS

Knowledge of Medicaid Waivers, Electronic Health/Medical Records.
Posting Detail Information

IF OTHER, DESCRIPTION

Environmental Factors
D = Daily W = Several Times Per Week M = Several Times Per Month S = Seasonally N = Never

Please refer the Job description for details