Part Time Receptionist/Clerical Support

Part Time Receptionist/Clerical Support

SUMMARY

This is a part-time non-exempt position that is primarily responsible to provide a range of clerical support to the Community Based Care Management (CBCM) program. The primary work hours will occur between Monday through Friday, 8:30 am to 4:30 pm with a ½ hour lunch (working a minimum of 18.75 hours but not exceeding 22.5 hours in a normal work week) unless otherwise agreed upon. Major functions of this position require a high degree of proficiency and accuracy in the preparation of reports, summaries, and data entry. This position is required to respond to all CBCM personnel, administrative personnel, public, program participants, program participant family members, and outside professionals on a regular basis.

Compliance:

Adheres to RIHS, county, state, and federal regulations governing Office of Mental Health and Substance Abuse Services. Attends specially designed training programs provided through RIHS, county, state, and federal agencies. Maintain client specific data necessary for auditing purposes by management and compliance purposes.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following. Other duties may be assigned as deemed necessary by management.

Receptionist Duties:

Operates telephone in professional, efficient and helpful manner. Provides initial assessment of callers needs and purpose. Screens calls for transfer and/or ensures needs of caller are resolved satisfactorily. Greets individuals entering the program in a professional and caring manner. Responsible for adherence to visitor log.

Typing/Copying:

Typing and copying for Support Specialists and Management Staff. Proofread materials to ensure grammatical correctness and accuracy. Copy documents as detailed in work processes and as requested. Typing as requested by management staff.

 Data Entry:

This position will be expected to enter data associated with CBCM program and will be utilized to track data assigned by management staff to ensure that the program is meeting required timelines. The data may be maintained in various software spreadsheets. Data is reviewed for data integrity.

Referrals:

Responsible for entering and tracking data when external referrals to program are received.

Mailing/Scanning:

Mailing and scanning necessary documentation and correspondence to meet required timelines for CBCM program and Management Staff to the county, participants /families, and/or provider agencies.

Filing:

Direct all necessary documentation and correspondence to Medical Records received and/or prepared by department staff. Maintain filing relating to clerical responsibilities and as needed by Management Staff.

Quality, Communication and Time Management Responsibilities:

As assigned by the CBCM Management staff, completes tasks that focus on quality assurance responsibilities software systems used by program. Work together and communicate effectively with agency staff, participants, families, and professionals using good judgment and appropriate demeanor. Demonstrates the ability to report problems to supervisor and contribute to resolving them. This position needs the ability to prioritize work assignments to meet deadlines and to work as a team to achieve department goals.

Other Duties:

Other duties may be assigned as deemed necessary by management.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities. The Clerical Support position reports directly to the CHW/Supervisor and may also take direction from the Executive Director.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

High school diploma in business curriculum and three years clerical experience that includes proficient computer skills. Adequate knowledge of English grammar, spelling, punctuation and proofreading techniques used in writing and editing standard business materials. Adequate knowledge of standard office procedures, practices and conduct to maintain a professional office environment. Working knowledge and experience of computer software that includes databases, spreadsheets and word processing. Knowledge and proven ability in the use of Microsoft Office (Word; Excel; Access; Outlook; PowerPoint).

Language Skills:

Strong interpersonal skills, effective oral and written communication skills. Ability to prepare clear, concise reports. Working knowledge of computer software that includes databases, spreadsheets and word processing for the purpose of tracking information and preparing reports, letters and forms.

Other Skills and Abilities:

Necessary skills to operate various office equipment, i.e. computer, copier, adding machine, fax machine, printer, mail meter, laminating machine.

Certificates, Licenses, Registrations:

Valid PA Driver’s License, Proof of Valid Auto Insurance, Act 34 (Criminal Record), and Act 33 (Child Abuse). There will be monthly screenings of PA Medicheck List, LEIE and SAM.

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit, stand, walk, bend and lift objects of up to 10 pounds. The employee regularly uses a computer, phone, fax, copier and other essential office equipment to carry out daily work assignments.

Work Environments:

While performing the duties of this job, the employee regularly works in an office environment and is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

Reasonable Accommodation:

It is RIHS’s business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with disabilities.

This position description is not an employment agreement or contract, but rather a description of the expectations of job duties and responsibilities as assigned to this position.  Management has the exclusive right to alter the scope of work within the framework of this position description and the position classification, at any time without prior notice. 

Job Type: Part Time Non Exempt
MCR Code: P2031
Supervisor: Community Health Supervisor
Department: Community Based Case Management

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