Office Support Specialist I #746/FSC Support Specialist #1485 - Portland, United States - LifeWorks Northwest

Description

Office Support Specialist I #746/FSC Support Specialist #1485

The FSC Family Support Specialist is responsible for answering inquiries, obtaining information, distributing referrals, and documenting work in front office setting.

This position provides support to clinical, prevention, and clients. Typically handles the more complex administrative functions at a site.

Location:
This position is based out of LifeWorks NW's St. John's site

Pay/Benefits:
$23.45 starting hourly pay with Full benefits

Essential Responsibilities of FSC Support Specialist:

• Performs reception duties, answering phones (on multi-line phone system). Greets persons entering establishment, determines nature and purpose of visit, and directs or escorts them to specific destinations.
• Maintains referral email account, including distributing referrals, answering questions from people who are referring or have self-referred, and necessary communications therein.
• Works closely with prevention teams.
• Performs triaging of referrals on a wait list, if applicable.
• Supports new hires in learning referral systems and participate in initial training.
• Acts as resource to staff and clients.
• Updates and maintains records in software.
• Manages referral paperwork and flow.
• Does data entry, references information on the computer, schedules, and runs basic reports as needed.
• Does scanning, copying, and faxing as needed.
• Hears and processes complaints from customers and public.
• Provides information about establishment such as location of departments or offices, employees within the organization, or services provided.
• Participates in regular individual and team meetings with supervisor. Attend informational and administrative meetings which may include all staff and team meetings, consultation with other staff, and required trainings.
• Continually increases level of cultural sensitivity, awareness, and competency. Actively participates in a minimum of four hours of training related to work with diverse populations.
• Meets standards for productivity, accuracy/quality of work, customer service and team work as defined in the Performance Evaluation.
• May travel between sites or in the community.
• May work remotely when needed but only with a manager's approval.
• Participates in a culture of feedback at the agency by eliciting feedback to promote professional growth and assess work effectiveness.

Qualifications of FSC Family Support Specialist:

• High school diploma/GED or equivalent.
• Previous experience/formal education, preferably in a clinical setting.
• Prior experience working as a receptionist, preferably in a mental health setting medical office setting.
• Prior experience in selecting appropriate services for clients based on initial presented need.
• Ability to perform essential functions of job without creating a direct threat to the safety of self or others.
• Good computer skills including a functional knowledge of Outlook, Word and Excel, 10-key, telephone skills and electronic record systems.
• Ability to master proprietary software which may include on-line scheduling and billing.
• Knowledge of and previous experience with office equipment including photocopying, faxing, and scanning etc.
• Demonstrates effective communication skills and maintains a cooperative working relationship with others in a culturally diverse environment.
• May require fluency in another language and experience in a specific culture.

The Office Support Specialist I is responsible for answering inquiries, obtaining information and a variety of office duties in a fast-paced clinical front office setting.

This position provides support to clinical and medical staff working with mental health and addictions clients integrated medical health patients of all ages in person and on the phone.

The office setting will vary from Outpatient Clinic to Residential Sites which includes Integrated Health Services. Typically handles the more complex administrative functions at a site.

Location:
This position is based out of LifeWorks NW's St. Johns site.

Pay/Benefits:
$21.32 starting hourly pay with Full benefits

Essential Responsibilities of Office Support Specialist I:

• Performs reception duties, answering phones (on multi-line phone system). Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
• Act as resource to staff and clients.
• Update and maintain records in proprietary software.
• Manage office paperwork and flow.
• Serve as back-up for other administrative positions and sites as needed. Including but not limited to specialty, integrated and administrative sites.
• Does data entry, references information on the computer, schedules, run basic reports as needed.
• Scanning, copying, and faxing as needed.
• May receive payment and record receipts for services.
• Hear and process complaints from customers and the public.
• May schedule appointments and maintain and update appointment calendars.
• Provide information about establishment such as location of departments or offices, employees within the organization, or services provided.
• Participate in regular individual and team meetings with supervisor. Attend informational and administrative meetings which may include all staff and team meetings, consultation with other staff and required trainings.
• Continually increase level of cultural sensitivity, awareness and competency. Actively participates in a minimum of four hours of training related to work with diverse populations.
• Unload and sort courier items and/or office supplies as needed.
• Meets standards for productivity, accuracy/quality of work, customer service and teamwork as defined in the Performance Evaluation.
• Meets standards for attendance following the department's call-in policy for unscheduled absences.
• Must follow front office dress code policy.
• Must follow cell phone use policy. Cell phone use during scheduled shift must be approved by a manager. No social media use at the desk.
• May travel between sites or in the community.
• May work remote when needed but only with a manager's approval.
• Provides training for new hires on Office Support Specialist duties and site-specific tasks. May be asked to cross train in different departments to provide support to agency needs.

Qualifications of Office Support Specialist I:

• High school diploma/GED or equivalent.
• Previous experience/formal education preferably in a clinical setting.
• Prior experience working as a receptionist preferably in a mental health setting medical office setting.
• Prior experience using medical terminology is preferred.
• Ability to perform essential functions of job without creating a direct threat to the safety of self or others.
• Good computer skills including a functional knowledge of Outlook, Word and Excel, 10-key, telephone skills and electronic record systems.

Ability to master proprietary software which may include on-line scheduling and billing. Must be able to keyboard 45 wpm. Knowledge and previous experience with office equipment including photocopying, faxing and scanning etc.

• Demonstrates effective communication skills and maintains a cooperative working relationship with others in a culturally diverse environment.

May require fluency in another language and experience in a specific culture.

• May require ability to work some evenings and/or weekends.
• May require access to a car and valid driver's license.

LifeWorks NW is a private, non-profit organization providing prevention, mental health, substance use treatment, and related social services to youths, adults, and older adults in over fifteen locations throughout Multnomah, Washington, and Clackamas counties.

LifeWorks NW promotes a healthy community by providing quality and culturally responsive mental health and addiction services across the lifespan.

Our core values-Recovery and Relationships, Resilience, and Results-inform the work we do. The four pillars of the strategic vision include Compassionate, Impactful Care, Holistic Health, Passionate Team, and Thriving Organization. Diversity, Equity, and Inclusion are critical to successfully achieving the mission. We know that "life works" when people get the help they need and are dedicated to changing lives.

Equal Opportunity Employer

Drug Free/Tobacco Free Site 01/09