Office Support Specialist

at  Minnesota Merit System

CLASSIFICATION SUMMARY

Freeborn County Department of Human Services is hiring a full time (40 hours per week) Office Support Specialist - DHS position.
Freeborn County Duties: The Office Support Specialist, DHS, position is responsible for performing a variety of diverse and complex clerical tasks that require attention to precision and accuracy. Duties involve the application of some limited judgment in carrying out the job requirements, however, office routines governing tasks are in place and established. Duties include data entry, substantial customer relations, and service activities which involve the application of various regulations, rules, and department routines that must be applied in a precise and accurate manner. Additional duties include maintenance of department records, transcriptions, receptionist support, maintain statistical reports, and gathers data needed for various department forms and reports.

MINIMUM QUALIFICATIONS

Freeborn County Minimum Qualifications

• Education and Experience
• High School Diploma or GED
• One to three years relevant work experience
• Computer, typing and data entry experience/training
• Medical secretary diploma preferred, but not requiredLicenses/Certifications

This position will require the acquisition and maintenance of the following additional certificates/licenses, depending on the area of assignment:

• Clerk/Typist Merit Test Certification
• HIPAA/Data Security Training
• IPAM Series Assessment
• Merit Testing Clerk Specialist Training

Duties and Responsibilities

• Screens clients for Rule 25 assessments.
• Transfers financial cases in/out from other counties.
• Verifies Incomplete Random Moments.
• Manages mail by collecting and preparing to be sent out.
• Verifies ride services for client, prepares billing and enters information on billing sheets.
• Calculates sliding fee scale for Mental Health clients.
• Assists clients in filling out financial forms for financial assistance.
• Performs and schedules intakes and follow-up appointments for psychiatrist, medication management, and therapy.
• Gathers information needed for upcoming appointments for nurses and providers. Makes daily reminder calls for appointments.
• Performs receptionist duties and functions that include:

o Greets clients to determine nature of issues, problems or questions and refers clients to staff schedules appointments.
o Directs clients to other agencies within the County. Answers questions concerning agency programs and services.
o Provides clients application forms, assists clients in completing applications and answers questions.

o Provides high-quality customer service and client services.

• Transcribes, types, and provides clerical support.
• Prioritizes work and timeline for project completion.
• Updates, maintains, files, and records all correspondence, test results, case narratives, progress reports, client visits, client contacts or other information required for case/file management.
• Responsible for control and maintenance of centralized filing system. Creates files, maintains files, and closes files.
• Copies, collates, scans documents, faxes, and/or distributes information, assists in destroying old or outdated file information or records in accordance with record retention routines.
• Provides office support for Mental Health Center manager, nurses, and staff.
• Maintains all office supplies and state brochures.
• Maintains case destruction for mental health files.
• Strategizes with supervisor workflow policies and procedures, and prioritization of Office

Support Specialist workloads.

• Prepares purchase of service agreements and contracts.
• Performs data entry such as entering program statistics, demographics, and new income maintenance applications.
• Composes and types various materials such as memos and letters. Assembles various packets.

While these are the primary focus of the position, we believe strongly in teamwork and employees will be called upon to perform a variety of duties as part of their role with the County.