Office Specialist (Woodland Park)

About the role

The Office Specialist is responsible for providing administrative support to ensure efficient operations within the health center. This position plays a vital role in maintaining a welcoming environment for clients, staff, and visitors while ensuring smooth office functions.

Responsibilities

• Create and maintain a welcoming environment for clients and guests;
• Assist clients with paperwork;
• Provide general office support with a variety of clerical activities and related tasks including, but not limited to, answering and directing incoming calls, mail distribution, requisition of supplies, managing fax transmissions and other clerical duties;
• Enter “soft” enrollments except for certain program exemptions;
• In collaboration with program leadership, assure clinicians are submitting Service Logs, enrollments and terminations in a timely manner;
• Verify insurance coverage of clients, copy insurance cards, collect co-payments and issue receipts;
• Schedule client appointments and provide reminder calls to clients;
• Obtain information from the Central Intake database on first time clients;
• Manage the waiting room, including assessing need for Clinical Triage;
• Assemble clinical and administrative materials and maintain work area to support workflow needs;
• Run reports for Program Managers and assist with EHR management reports;
• Absorb and respond to crisis situations as appropriate, following emergency protocols/procedures and coordinating with the treatment team with interventions which support a trauma informed environment for clients and staff;
• Demonstrate responsibility for safety of clients and property; possess working knowledge of fire regulations and evacuation procedures;
• Adhere to mandatory abuse reporting laws and HIPAA requirements;
• Complete annual employee training requirements on a timely basis as indicated in the licensing requirements for the facility as well as agency requirements;
• Attend seminars, training and other educational opportunities in order to develop professional skills and abilities;
• Participate in all scheduled staff meetings, supervision sessions, and other departmental and agency meetings;
• Perform other duties as assigned.

Qualifications

• Two years of work experience in an office setting, facilities, insurance, and/or healthcare experience providing customer service is preferred or a demonstrated ability to fulfill the requirements of the position;
• Proficient verbal and written communication skills;
• Familiarity with basic office equipment (i.e., fax machines, printers, copiers);
• Knowledge of Microsoft Office Suite (e.g., Word & Excel);
• Other CPR Certification (training provided post-hire).

Specialized Skills And Knowledge

• Scanning of incoming documentation from outside sources into electronic file;
• Send electronic Urinalysis reports to client’s files;
• Provide input on all relevant documentation and procedural requirements;

Program Specific Responsibilities

Scanning of incoming documentation from outside sources into electronic file.

Experience Qualifications

• Two years of work experience in an office setting, facilities, insurance, and/or healthcare experience providing customer service is preferred or a demonstrated ability to fulfill the requirements of the position.

Benefits

• Generous Paid Time Off Package;
• Medical and Dental Coverage (begins 1st of the month following hire date);
• VSP Vision Discount Plan;
• 403(B) Retirement Savings (Pre and post-tax plans with up to 8% employer matching contribution!);
• Flexible Spending Account (FSA) (Medical, dependent care, and transportation options);
• Short-Term Disability, Long-Term Disability, and Life Insurance;
• Paid Bereavement and Jury Duty Leave;
• Length of Service Award;
• Supplemental Insurance;
• Student loan forgiveness options;
• Wellness Benefits Employee Assistance Program (EAP);
• Bike to Work Reimbursement;
• Discounted Fitness Memberships;
• Trauma Support Team;
• Starting Rate Range in USD ($): $21.90 - $22.56