Job Description

Under the supervision of a Team Supervisor, performs a variety of clerical tasks to support clinical treatment teams serving consumers of CMHOC. Provides assistance to consumers and the public, answering questions and providing information. Assists in enrolling clients in treatment programs. Types a variety of forms and documents. Completes various documents with information from the consumer, team members, supervisor, or from file documentation. Assists in maintaining recordkeeping systems.

This is a full-time, benefited position working from the Community Mental Health location in Grand Haven, MI. Typical working hours are Monday-Friday, 8:00am-5:00pm. Occasional travel to other county buildings 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

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

• Assists consumers and members of the public in processing records and documents such as clinical documentation, insurance verification forms, enrollment documents, etc.
• Takes and transcribes minutes from team meetings and other meetings, as assigned, and provides general clerical support for team supervisor.
• 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 citizens in filling out forms and reviews documents for proper completion.
• Types various correspondence, forms, reports, contracts and other documents, using word processing software, following established procedures or specific instructions. Information for such assignments is generally readily available. May type documents requiring knowledge of medical terminology and medical transcription. Utilizes word processing and other software programs to format documents, spreadsheets, brochures, training materials and other documents. May assist with writing, editing, and laying out brochures and pamphlets using desktop publishing software.
• Prepares and processes forms such as purchase orders, requisitions, or other documents.
• Assists in the maintenance of departmental filing systems by ensuring proper filing of documents and folders. Retrieves materials from system and conducts searches for necessary documentation.
• Utilizes a computer for entry of data such as case notes, payments, vouchers, client information, and other information. Uses a computer to schedule appointments for clients.
• Places orders with vendors for equipment, supplies and materials based on suitable quality, availability and price. Receives and stocks materials and supplies. Maintains related records.
• May interpret for Spanish or other foreign language speaking clients if needed.
• Processes petty cash requests, reconciles expenses and receipts, submits information to appropriate department.
• Performs other duties as assigned.

Required Education, Training and Experience

High school diploma or equivalent. One year of 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

REQUIRED KNOWLEDGE AND SKILLS:

• Good working knowledge of office practices and procedures.
• Overall knowledge of departmental organization, procedures and regulations particular to a Community Mental Health Agency.
• Ability to maintain multiple records and filing systems.
• Ability to understand and follow detailed written and verbal instructions.
• Proficiency in recording and transcribing minutes and the proceedings of administrative meetings.
• Ability and willingness to undertake and complete new assignments requiring initiative, adaptability and deadlines.
• Knowledge of medical records management principles and practices and confidentiality requirements, including the provision of HIPAA.
• Willing to learn and use new skills and attend internal and external trainings and staff development opportunities and resources.
• 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.
• Ability to apply the agency's mission, vision and value statements.
• Understanding of contractual requirements, practices and principles.
• Understanding of quality assurance and quality control protocols and practices.
• Computer literacy including a thorough working knowledge of word processing, spreadsheets, electronic medical record systems, and database management.
• May type physicians' case notes, correspondence, and other materials from dictation equipment which requires a working knowledge of medical terminology and abbreviations. Responds to requests for clarification regarding medications and dosages from pharmacies and department staff by referring to written materials prepared by a physician.
• Excellent verbal and written communication skills.
• Excellent English language skills, including spelling, punctuation, grammar, and usage.
• Excellent interpersonal communication skills.

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