Office Specialist III

Vital Records & Health Promotions

Composes and processes routine correspondence, reports, forms, billings, payments, certificates, applications, and other material; examines for accuracy and completeness, makes additions or resolves discrepancies by consulting with supervisor or other employees as appropriate.

Adhere to strict confidentiality. Communicate complex information in an easy to understand way both written and orally. Locate and apply appropriate rules, code, and law to circumstance as presented.

• Reviews correspondence and reports; determines information to be extracted for further use; determines routing and filing.
• Serves as a first point of contact for customers, handling any questions or matters of a technical nature and directing others to the appropriate staff member.
• Aids visitors in filling out forms.
• Determines and collects fees where some degree of personal judgment is involved in the decision; ensures receipts, notices, certificates and licenses and keeps records of transactions.
• Operates office equipment as required.

Morgan Office Location

Receives telephone and in-person customers, handling any questions or matters of a technical nature and directing others to the appropriate staff member; assists visitors in filling out forms and applications.

• Composes and processes routine correspondence, reports, forms, billings, payments, certificates, applications, and other material; examines for accuracy and completeness, makes additions or resolves discrepancies by consulting with supervisor or other employees as appropriate.
• Reviews correspondence and reports; determines information to be extracted for further use; determines routing and filing.
• Determines and collects fees where some degree of personal judgment is involved in the decision; ensures receipts, notices, certificates, and licenses and keeps records of transactions.
• Conducts classroom training on Food Handler Safety and issues birth and death records.

WIC

• Provides excellent customer service to participants, co-workers and supervisors.
• Verifies proof of income, residency and identification for WIC certification.
• Helps WIC participants and potential WIC participants determine what document to provide for WIC certification.
• Explains lab measurements that are required for WIC participation and performs those measurements including; weight, height, head circumference and a finger stick for hemoglobin assessment according to policy.
• Completes accurate documentation of work according to policy and clinic procedures.
• Makes calls for appointment reminder and in efforts to maintain participant caseload.
• Assists potential WIC participants in applying for the WIC program or transferring between states as well as between clinics in state.
• Maintain a clean and uncluttered office.
• Operates office equipment as required.

Nursing

• Welcomes all for patients and visitors in person or over the phone.
• Schedules appointments, provides public with general information and resources, handles any questions or matters of a technical/medical nature.
• Registers new clients and updates existing client demographics by collecting detailed client information including personal and financial information.
• Aid clients as needed in completing and submitting the required documentation.
• Obtains and updates patients' personal, health and financial information, creating and maintaining electronic health records, preparing patients' files for consultation and evaluation.
• Screens client's insurance status and eligibility and enters information into the clinical software programs.
• Accepts fees for payments; balances cash on hand against receipts; prepares and balances deposits; issues receipts, notices, certificates, and licenses and keeps simple records of transactions; makes simple mathematical computations.
• Ensures all fiscal reports are completed and balanced.
• Protects client confidentiality, making sure protected health information is secured.
• Processes departmental actions while maintaining confidentiality.
• Composes and processes routine correspondence.
• Performs routine clerical duties, including reports, forms, billings, payments, certificates, applications and other material, examines for accuracy and completeness, makes additions or resolves discrepancies by consulting with supervisor or other employees as appropriate.
• Reviews correspondence and reports, determines information to be extracted for further use, determines routing and filing.
• Maintain office supply inventory and replenishes stock in a timely manner.
• Supports outreach clinical activities as assigned.
• Including but not limited to front desk responsibilities, tabling events, translating for immunizations clinics, data entry or other duties as assigned.
• Supports, participates in the response during a crisis events, i.e. pandemic response, bioterrorism, natural disasters.
• Types letters, statement, narrative and statistical reports as assigned, record minutes, agendas and other documents as required.
• May draft correspondence as needed.

Bilingual Responsibilities

• Interpret verbal communication between staff and Spanish speaking clients;
• Assist Spanish-speaking clients in completing medical related forms.
• Escorts Spanish speaking clients through appropriate clinical services, provide education in conjunction with medical provider recommendations.
• Translates written material for accuracy, format, and content; create graphics, designs and format documents as assigned.