Job Description

Under the supervision of the program coordinator, enables the office to operate efficiently and effectively by participating in the CMH Justice Programs screening process, providing customer service and performing general clerical support for Community Mental Health at the Ottawa County Jail. Assists incoming callers, word processing and data entry duties, establishing and maintaining files, attending scheduled meetings, and coordinating written and verbal communications among staff members.

This is a full-time, benefited position working Monday-Friday, 8:00am-5:00pm within the Ottawa County Jail, in West Olive, MI. Travel throughout the county as needed.

Diversity, Equity and Inclusion

Ottawa County recognizes the importance of diversity, equity and inclusion in the accomplishment of our mission and hold it as a basic value to proactively engage and understand a variety of perspectives across all human difference. We seek to ensure respectful, fair treatment and full, equal access to opportunities and resources so all may thrive and achieve their full potential. We believe every person’s voice adds value.

Applicants whose work can align with this value are encouraged to apply.

Essential Job Functions

The essential functions of this position include, but are not limited to, the following:

• Participates in the Justice Programs screening process by interviewing callers and reviewing referral information to assess needs. Triages calls to ensure the caller gets referred to the correct program and level of support needed.
• Provides clerical support by inputting data into electronic health record, assisting teams with data collection and reporting, processes service eligibility screenings, records minutes for meetings, tracks scheduling of new referrals, requests client records as needed and manages stock of office and program supplies.
• Answers questions in person and by telephone regarding departmental procedures and requirements, program requirements, scheduling information, and other activities. Takes messages and schedules appointments for staff. Assists with planning and scheduling for team training activities, community presentations and other team activities.
• Monitors compliance with state requirements and takes appropriate follow-up action, including agency compliance with performance indicators and accurate collection of admission data.
• Creates and maintains reports and databases for agency use in budget management, audit reports and charts, referral summaries, and other reports.
• Maintains electronic departmental filing systems in compliance with agency standards, including disclosure management of all documents, dissemination upon request from hospitals, primary care physicians, contract agencies, crisis residential, and others.
• Designs and edits publications, such as brochures and pamphlets, and formats documents, spreadsheets, and other materials using Word, Excel, and other software programs.
• Performs other functions as assigned.

Required Education, Training and Experience

High school diploma or equivalent and one year general clerical experience is required. May require experience and training in various computer software and equipment. Lived experiences with mental illness, developmental disabilities, or substance use disorders are valued.

Additional Requirements and Information

• Overall knowledge of departmental organization, procedures and regulations particular to a Community Mental Health Agency.
• Good organizational and time management skills.
• Knowledge of medical records management principles and practices and confidentiality requirements, including the provision of HIPAA.
• Working knowledge of local, state and federal health codes, statutes, rules and regulations as they relate to the Community Mental Health System, including but not limited to the Medicaid Provider Manual, Michigan Mental Health Code, HIPAA, CARF, and Recipient Rights.
• Understanding of professional standards of practice and ethics.
• Understanding of quality assurance and quality control protocols and practices.
• Computer literacy including a thorough working knowledge of word processing, publishing software, spreadsheets, electronic medical record systems, and database management.
• Excellent verbal and written communication skills.
• Ability to interact positively and objectively with providers, partner agencies, co-workers, clients, and members of the general public from a wide range of cultural and socio-economic backgrounds.

Physical Requirements:

Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audio logical appliances, and devices to increase mobility.

Working Conditions:

Work is performed in an office environment within the county jail, with occasional travel to partner agencies in Ottawa County.