Bilingual Office Specialist 3 - Administration - Health and Human Services

Marion County requires onsite work. Remote work is not available.

Join Our Team: Bilingual Office Specialist 3 Centralized Scheduling

Marion County Health and Human Services (MCHHS) is seeking two adaptable compassionate and experienced bilingual clericals professionals to join our newly established Centralized Scheduling Team as an Office Specialist 3.

In this key role youll support our Behavioral Health Youth and Adult scheduling and intake team by helping individuals and families access the care they needwhen they need it. Youll work closely with our therapists Qualified Mental Health Associates (QMHAs) community partners and other MCHHS programs to deliver professional clientcentered service and ensure an inclusive respectful and supportive experience for every individual we serve.

Were seeking someone who is:

• Experienced in highlevel clerical work including data entry coordinating schedules for multiple providers and managing records
• Proficient in electronic health records (EHR) particularly in a fastpaced setting
• Empathic and culturally responsive with a strong commitment to making services accessible to all.

Youll also help shape the future of our scheduling process by contributing to workflows and work within our new EHR system Dr. Cloud. This is a unique opportunity to be part of something new enhancing access to care for our community and supporting individuals access to MCHHS services.

If youre passionate about making a meaningful impact and want to join a team that values innovation excellent service and collaboration we encourage you to apply!

Aplica hoy y s parte de nuestro equipo!

Starting pay:$22.81 $30.56 per hour (typically starting at Step 1)

GENERAL STATEMENT OF DUTIES
Performs administrative support activities of a complex or technical clerical nature which requires advanced skills independent judgment and discretion; acts as lead worker of a specific clerical function overseeing the work of others.

SUPERVISION RECEIVED
Works under the general supervision of a supervisor/manager or professional employee who assigns work establishes goals and reviews results obtained for compliance with department and program policies procedures and goals.

SUPERVISION EXERCISED
Supervision of other employees is not a responsibility of positions in this classification; however exercises lead direction over other clerical or office staff.

This position provides services to monolingual Spanishspeaking individuals; therefore fluent bilingual Spanish/English skills are required.

• Provide with Spanish interpretation to Spanish speaking clients and their families.
• Prioritize workflow of paperwork scheduling outreach and referrals
• Creates and update new Centralized Scheduling (CS) workflows for current and new programs added within the organization.
• Organization prioritization to assist with the team(s) processing Centralized Intake (CI) paperwork and referrals.
• Outreach and followup with clients referring agencies and community partners.
• Data entry into Electronic Health Record (EHR) and Microsoft excel (Annual Review Tracking Log).
• Compiles and updates graphs and charts on the AR Tracking Log for monthly reporting to leadership.
• Utilizes quality improvement strategies to improve workflows and project outcomes.
• Attend service areas All Staff meetings as needed/requested.
• Coordinates schedules and reschedules individuals clinical appointments by priority software system according to the guidelines of Marion County Health and Human Services (MCHHS).
• Reschedules appointments from sick calls or other changes to fill vacated slots with priority individuals ensuring they receive services as quickly as possible.
• Generates various reports such as the NoShow AR Report and Therapist NoShow Report to verify attended appointments and reschedule missed appointments.
• Provides exceptional customer service strong communication problemsolving and organizational skills and demonstrates the ability to work in a fastpaced team environment.
• Maintain client confidentiality per HIPAA policies procedures rules and guidelines at all times.
• Answers and directs telephone lines in a courteous/timely and professional manner.
• Provides clients with MCHHS resources general information location and directions and answers questions. Referring any medical/clinical questions to the appropriate MCHHS professional(s).
• Obtain necessary client information in accordance with procedural guidelines.
• Complete data entry.
• Assists with coverage cross training and projects assigned by leadership.
• Provides input for improvement/innovative ideas for programs success.
• Manages the scheduling rescheduling and canceling of interpreters and maintains records to assist with billing with interpreter companies.
• Responsible for scheduling centralized scheduling/intake team(s) across MCHHS including any new programs added withing the organization.
• Verify all demographic information for clients including address phone number contact information etc. and compare to the information in the EHR update/enter as needed. Relay any changes to the appropriate staff and billing team.
• Enter new demographics at first contact with individual when scheduling appointment for centralized intake.
• Other duties as assigned by your supervisor.
• Response Level 2: In the event of an emergency employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Staff at this response level must complete Incident Command System 100 and 700 online or inperson training.
  

EXPERIENCE AND TRAINING

1. High school diploma or equivalent; AND
2. Two years of general office experience; including one year of experience utilizing a variety of computer software programs; OR
3. Any satisfactory combination of work education training or experience relevant to the position as determined by Marion County.

SPECIAL REQUIREMENTS

• The finalist for this position will be required to pass a criminal history background check; however conviction of a crime may not necessarily disqualify an individual for this position.
• This position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and nonprocurement activities (Executive Order No. 12549).
• This position provides services to monolingual Spanishspeaking individuals; therefore fluent bilingual Spanish/English skills are required.An additional 5% will be added to the hourly wage as compensation for this skill.Finalist will be required to pass a verbal and written Standardized Spanish/English Fluency Assessment as part of the hiring process.
• This assignment is represented by a union.
• This is a fulltime position which is eligible for overtime.
• Typical Work Schedule: Monday through Friday 8:00 a.m. 5:00 p.m. with flexibility depending upon the needs of the department and program

KNOWLEDGE SKILLS AND ABILITIES
Considerable knowledge of accepted modern office practices procedures and techniques; English composition spelling and grammar; arithmetic clerical/accounting principles and processes; Some knowledge of techniques of supervision and training; concepts and techniques of prioritizing/organizing work; applicable program policies and procedures and/or rules regulations and statutes depending upon assignment of duties and responsibilities.

Substantial skill and ability to independently accurately and effectively perform assigned tasks and duties following established procedures and program policies; meet and assist the public staff clients and other personnel of other businesses in a courteous professional manner; comprehend and adhere to stated oral and written instructions communications and procedures; apply principles policies and procedures to specific work assignments; provide training to others; give and prioritize work assignments.

PUBLIC SERVICE LOAN FORGIVENESS
Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program fulltime employees working at the County may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your loan eligibility should be directed to your loan servicer or the US Department of Education.

VISA SPONSORSHIP
Marion County does not offer VISA sponsorship. Within three days of hireyou will be required to complete the US Department of Homeland Securitys I9 form confirming authorization to work in the United States. Marion County is an EVerify employer and will use EVerify to confirm that hires are authorized to work in the United States.

VETERANS PREFERENCE
Applicants are eligible to use Veterans Preference when applying with Marion County in accordance with ORS 408.225 408.230 and 408.235 and OARand. Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.

DOCUMENTS REQUIRED FOR VETERANS PREFERENCE

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR
  • Letter from the US Department of Veterans Affairs indicating receipt of a nonservice connected pension; OR
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

• In addition to one of the above documents Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at County is an Equal Opportunity Affirmative Action Veteran and Disability employer committed to increasing the diversity of its workforce.

Applicants with a disability may request reasonable accommodation through Human Resources in any step of the process to assist them in demonstrating their qualifications to perform the duties of the position for which they are applying. Please emailHuman Resourcesif you wish to request an accommodation.