Job Description

Title: Office Specialist

Status: Full-Time, Non-Exempt

Salary: $18.75 per hour

Supervisor: Office Manager     

Locations & Schedule: 91-93 Montgomery St, Suite 7 Rhinebeck, NY 12572 - Mon, Wed-Fri 8:30am-5:30pm and Tues 10am-7pm

Function:  

• The Office Specialist provides clerical support to an outpatient behavioral health center.
• Greeting clients/visitors, scheduling appointments in-person and via Zoom, reminder calls to clients for appointments, collecting copays and service fees, answering and routing calls, keep documentation organized. 
• Provide a variety of routine clerical services such as filing, photocopying, faxing, maintaining office supplies, sorting, and distributing mail and other similar activities.  
• Other duties as assigned.

Job Requirements:  

• Graduation from high school or possession of a high school equivalency diploma.
• One (1) year of full-time clerical work experience, or completion of a clerical training program which included an internship. 

Benefits:

• Medical, dental, and vision coverage.
• 403(b) retirement plan with employer match up to 5%.
• Generous paid vacation, holiday, sick and personal time package (2 weeks’ vacation in first year, 13 paid holidays per year, 12 sick days per year and 4 personal days per year).
• Access to Family Services’ Compassionate Leave Program where employees can donate/receive unused time off.
• Group term life and long-term disability insurance.
• Supplemental life insurance & accidental death and dismemberment coverage (AD&D).
• Supplemental insurance through Aflac.
• Employee assistance program (EAP).
• Pet insurance.

Our Mission:

Family Services brings people together to find the support they need, improving their lives and communities, and building a stronger safer Hudson Valley.

Our Values:

Compassion – Extending empathy and understanding to others.

Integrity – Being honest and dependable.

Hope – Believing in the strength of the human spirit and heart, to emerge and thrive when faced with a challenge.

Diversity – Promoting a vision of community comprised of wide-ranging assets.

Respect – Treating all individuals with dignity and without judgement.

Community – Recognizing and reinforcing the importance of our world as being comprised of people of differing strengths and perspectives.

Justice – Promoting social and economic equity and fairness.

Quality – Aspiring for excellence in every aspect of our work.

Job Responsibilities:

• The primary role of the Office Specialist is scheduling which includes checking clients in and out.  
• Make reminder phone calls for next day appointments. 
• Perform skilled keyboarding and accurate data entry in a fully integrated electronic medical record system; performs reception work, including providing routine information concerning clinic procedures and services, collecting fees, referring callers to appropriate staff, and taking detailed messages. 
• Accurately records daily fee collection including service fees, copays, deductibles, and invoice payments. 
• Reviews records and documents for completeness, compliance with standards and for accuracy
• Scans and files materials in record system in accordance with guidelines. 
• Maintains records of time and benefit usage, employee certification and training. Provide coverage within and at other clinics within the agency as requested.   
• Adhere to prescribed privacy practices and HIPAA regulations to protect the security of our clients and their medical records and ensure that confidentiality is maintained. 
• Support Full Time Office Specialists to ensure completeness of daily tasks. 

Competencies:  

• Knowledge of grammar, spelling, punctuation and required formats necessary to recognize and correct such errors in correspondence, records, and reports. 
• Knowledge of software packages for word processing to produce a variety of information and for database management to track information. 
• Knowledge of office practices necessary for interacting with staff and the public, processing workflow, and filing and retrieving information. 
• Knowledge of arithmetic to verify calculations and report on work activities. 
• Skill in operating office automation equipment sufficient to produce work accurately and efficiently. 
• Ability to learn and work within procedures and guidelines. 
• Ability to provide basic information and direction to clients, public and others. 
• Ability to collect and record fees. 
• Ability to develop and maintain collaborative and supportive working relationships with all members of the clinical and clerical staff; informs Clinic Director of relevant clinical and administrative issues; consult appropriately; actively support program goals and system improvements/changes. 

Other Requirements:  

• Personal characteristics necessary to perform the duties of the position. 
• Physical condition commensurate with the demands of the position. 

#INDBH

*Note - Times can vary based on center coverage.   May need to cover other centers as needed. Centers are in Dutchess and Ulster Counties. 

Family Services, Inc. complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact hr@familyservicesny.org.

Family Services is an equal opportunity employer. We follow federal, state, and local laws prohibiting discrimination in hiring and employment.

Must be authorized to work in the United States without work sponsorship.

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