Secretary III Bilingual Required #2187

Primary Functions

• Support Manager of Services and Supports as needed
• Aid in the Exception process as needed
• Generate reports, correspondence, documents, and memoranda as needed for the team
• Process Early Start denials/accept letters and Age 3 denial/accepts letters within a 2-day turnaround time from date of receipt (Early Start)
• Make sandis changes as needed (demographic updates, change case file, closed, inactive & updating reports/contact history)
• Type letters as needed
• Distribute incoming and outgoing mail as necessary
• Print RC notes on date of birth for persons served (exception –closed/inactive/transfer or deceased)
• Handle 3770 and CDER’s as needed
• Perform general office tasks such as photocopying, faxing, scanning, and mailing documents as needed for the team
• Create tables, forms, and schedules for the team as needed
• Gather data, compile reports, and prepare person served files as needed for team audits
• Transcribe phone messages when necessary
• Prepare referral packets for the team as necessary
• Schedule appointments and meetings for the team department
• Organize and maintain archive filing as necessary for the team
• Update information, lists, reports, contracts as needed for the team
• Request medical records - 2-day turnaround time from date received
• Maintain copier and fax machines with proper supplies, paper, ink etc.
• Prepare closure, transfer, inactive, multi-volume & deceased files accordingly
• Travel to other offices as necessary
• Assist as backup to the point person in maintaining office supplies, agency forms and information as needed
• Assist as backup to the point person with facility issues such as building repair or service calls to vendors
• Take minutes at team meetings as necessary & distribute to teams
• May assist with planning and implementing special functions and training sessions for team needs

Skill Requirements

• Able to prioritize work and meet deadlines
• Knowledge of medical/psychological terminology (preferred)
• Communication skills
• Appointment scheduling experience
• Maintain confidentiality
• Problem-solving skills
• Interpersonal skills
• Strong time management skills
• Organizational skills
• Prompt follow-up
• Able to work with minimal supervision
• Customer service oriented
• Attention to detail
• Tact, initiative, discretion, good judgment
• Able to read, speak and write English and Spanish fluently

Qualifications

• Proficient computer skills – Excel & Word (Power Point desired)
• Ability to type minimum of 45 WPM
• Knowledge of correct grammar and punctuation (test will be administered)
• Knowledge of office methods, procedures, practices, equipment
• High school graduate
• Five years relevant experience
• Excellent telephone skills
• Transcription skills desired
• May be required to know or learn technical terminology and spreadsheet program
• Bilingual ability (Spanish/English)

Physical Requirements

• Adequate manual dexterity and coordination for operation of a computer and other standard office equipment is required for this position
• The ability to sit at a workstation for long periods of time, the ability to read, write and comprehend large amounts of written material such as reports and regulations, use the telephone, and communicate via electronic mail are all required on a daily basis
• The ability to stand, sit or walk for moderate distances on uneven terrain is also required on a daily basis

Benefits

• Health insurance
• Paid time off
• Dental insurance
• Vision insurance
• Life insurance
• Retailer plan
• Employee assistance program
• LCSW Supervision hours program

Classification

• Full-time, Bargaining, Non-exempt, TEMP TO HIRE

Pay

• Starting Salary: $22.78 hourly (full range $22.78 - $28.50 hourly)

Location

• Fillmore