Office Support Specialist – Temporary

JOB TITLE: OFFICE SUPPORT SPECIALIST

LOCATION: John Day, OR

FLSA: 1 FTE NON-EXEMPT (Expectation to work 40 hours a week)

SUPERVISOR: OFFICE SUPPORT SUPERVISOR

PAY GRADE: B6 ($20.38 – $28.51 per hour, depending on experience)

Apply Directly at https://ccswebsite.org/employment/

 

DESCRIPTION

Performs clerical and secretarial work in direct support of agency programs and clinical staff. Duties generally consist of data entry, answering phones, greeting and scheduling clients, answering general questions, filing, copying, typing letters, putting together basic spreadsheets and a variety of other tasks described below. This is a Full-Time, 40 hours per week, Monday-Friday, 8am-5pm position based out of the John Day office. This is a temporary position, expected to last from May 2025 through the end of September 2025. 

SUPERVISION

Supervision Received

This position works under the supervision of the Office Support Supervisor.

Supervision Exercised

This position does not have any supervisory responsibilities.   

RESPONSIBILITIES

• Schedule clients for appointments, assist in the completion of intake paperwork, when necessary, obtain completed intake paperwork, communicate with and collect fees from clients, explain fees to clients, obtain insurance information for billing purposes, enter data into computer system database.
• Deal effectively and in a friendly manner with all patrons and employees in person and by phone, and direct calls and individuals to proper sources; answer inquiries and provide correct general program information to the public and clients; communicate with community agencies effectively, provide information, referrals, etc.
• Ensure on call crisis schedules and changes are communicated to the appropriate dispatch depending on county.
• Route crisis calls or walk-ins to appropriate crisis clinician.
• Maintain clinician schedules via use of computer scheduling. 
• Ensure entry into billing system of contracted or non-clinical services. 
• Prepare receipts for client payments and post payments as directed.
• Interpret client accounts in order to answer basic billing and insurance questions. 
• Obtain vital signs on patients for doctors appointments. 
• Record changes of information for client records. Complete authorizations to share and exchange information.
• Review all requests for protected health information to determine if they are allowable under HIPAA. Process requests for records in a timely manner. 
• Use Word to prepare all office forms with reasonable speed and accuracy.
• Administer forms for urinalysis testing (UA’s), provide accurate information on the UA’s to clients, in some cases observes the UA, and record all pertinent information.
• Handle multiple phone lines with voice mail system on a daily basis. Route calls to appropriate clinician.
• Assist in the training of new Office Support Specialists as needed. 
• Inventory office supplies.
• Receive freight and inventory according to internal controls. 
• Mail correspondence, and pick up and distribute mail daily. 
• File documents in client files. Purge files when statute of limitations has expired. 
• Perform and participate in agency financial controls as directed.
• Maintain office equipment, ensuring that equipment is in working order. Assist staff in troubleshooting problems.
• Submit reports to the state, GOBHI and other agencies as required.
• Gather and distribute information as requested by the Office Support Supervisor (i.e. timesheets, purchase requests, and other office forms).
• Responsible for opening the front office for business and closing the front office to assure the security of confidential information.
• Adhere to all company policies and procedures
• Establish and maintain effective working relationships with employees, clients, and the public. 
• Other duties as assigned.

QUALIFICATIONS

Education and/or Experience

• High school diploma or equivalent G.E.D. certificate. Must be computer literate and have the ability to create and understand spreadsheets, utilize word processing, and learn clinical software systems. Must be able to type quickly and accurately.
• Experience working in an office or medical setting preferred. 
• Knowledge of medical terminology and applicable HIPAA laws preferred, but not required. 
• A valid drivers license, $300,000 in personal auto insurance coverage for liability and $100,000 in property damage. 
• Ability to pass a Criminal Background Check.

CERTIFICATIONS

No certifications are required.

OTHER SKILLS AND ABILITIES

• The position requires the handling of highly confidential information. Must adhere to rules and laws pertaining to client confidentiality.
• Must possess or have the ability to possess functional knowledge of business English and medical terminology.
• Must have good spelling and basic mathematical skills.
• Must have the ability to learn assigned tasks readily and to adhere to general office procedures.
• Good organizational and time management skills are essential. Must be able to work with minimal supervision.
• Must be a self-starter and a team player.
• Must have in depth knowledge of standard office equipment.
• Must be able to communicate effectively in both written and oral formats. Must have the ability to present and exchange information internally across teams and co-workers, and externally with customers and the public.

CRIMINAL BACKGROUND CHECKS

Must pass all criminal history check requirements as required by ORS 181.536-181.537 and in accordance with OAR 410-007-0200 through 410-007-0380.

In addition to a pre-employment background check, each employee, volunteer and contractor shall be checked on a monthly basis against the OIG and GSA exclusion lists, as well as other federal and state agency lists. If it is discovered that an employee, volunteer or contractor is excluded or sanctioned it will be the cause for immediate termination of employment, volunteering, or the termination of the contract.

PERSONAL AUTO INSURANCE

Must hold a valid driver’s license as well as personal auto insurance for privately owned Vehicles utilized for CCS business such as client service purposes, travel between business offices and the community, to attend required meetings and trainings. 

Must show proof of $300,000 or more liability coverage for bodily injury and property damage, and maintain said level of coverage for the duration of employment at CCS. 

The employee’s insurance is primary with CCS insurance being secondary. CCS reserves the right to deny any employee the use of a vehicle owned by CCS. 

PHYSICAL DEMANDS

While performing the essential duties of this job, the employee is regularly required to use office automation including computer and phone systems that require fine manipulation, grasping, typing and reaching.

The employee is also regularly required to sit; talk and hear; use hands and fingers and handle, smell or feel. The employee is occasionally required to stand; walk; reach with hands and arms; stoop; kneel and/or squat when adjusting equipment or retrieving supplies. 

The employee may occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, peripheral vision, distance vision and the ability to adjust focus.

WORK ENVIRONMENT

Work is performed in an office environment and the noise level is usually moderate, but occasionally may be exposed to loud noise such as raised voice levels and alarms.

This position may be exposed to the everyday risks or discomforts which require normal safety precautions typical of such places as an office (i.e. moving mechanical parts, airborne particles, electrical shock, etc.).