Office Support Specialist

This is a full-time clerical position. The individual is responsible for answering and directing telephone calls to appropriate agency staff, greeting & assisting customers at the front counter and other clerical duties. 50% Receptionist 1. Answers multiple line phone system and directs caller to appropriate agency staff. 2. Greets and assists clients with information and community resources. Reviews forms and assists clients in the accurate completion of forms. 3. Prioritizes the urgency of the phone and/or client contact. 4. Accurately listens to the needs of clients, professionals and the general public who call or walk in with questions and concerns; properly directs them to the person(s) or department they need, whether Public Health, Family Services, Timber Trails Public Transit or other local entities. 5. Timely answers clients questions with information based on knowledge of agency programs, policies and procedures. Has knowledge of caseloads to direct them to other staff as needed. 6. Schedules appointments for financial workers and the mental health professionals; sends out reminder letters and make reminder phone calls. 45% Intake/Keyboard/Clerical 7. Chemical dependency eligibility verifications back up for treatment authorizations. 8. Creates forms and correspondence as requested. Codes, records, tallies and verifies data to maintain accurate records and mailing lists. Types and/or prepares reports using knowledge of specialized software program. 9. Maintains a working knowledge of office machines, i.e. computers, copier/fax machine, postage meter, laminators, paper cutter, shredder, imaging systems, etc. 10. Sorts and distributes incoming paperwork, mail, faxes, and email. 11. Collects and prepares outgoing mail using postage meter or Speedee log book. Deliver mail to post office. 12. Executes and/or assists with copying, faxing, and printing of documents. 13. Receipts money coming into the agency and scans checks and receipts into imaging system. 14. Sets up case files and files ongoing case materials. 15. Reviews and purges existing case files according to agency and state policy. 16. Images documents using scanner and computer system. Shreds documents. 17. Orders and maintains an adequate inventory of office supplies and forms required for agency. 18. Logs incoming and outgoing case files. 19. Electronically transfers inter-county case transfers on MAXIS. Assures claim or fraud information is kept on file before sending out case file. 20. Completes person search on MAXIS. 21. Enters applications on MAXIS. 22. Assigns and logs applications. 23. Pulls case files and transfers case to appropriate worker. 24. Retrieves client eligibility status information from the MNSure, MMIS, and MAXIS software programs. 25. Assembles Medical Assistance, MinnesotaCare, CAF and Child Care applications. Assembles Managed Care, MSHO, DWP, MFIP, and Child Care Provider packets. 26. Sends out applications, packets and forms as requested by workers or based on knowledge of agency procedures. 27. Knowledge of SSIS, AppXtender, MN-ITS, Microsoft Office, Procentive and Theralink. 5% Miscellaneous 28. After verifying ID, issues Electronic Benefits Transfer (EBT) cards using the EBT edge computer system. 29. Instructs clients in programming their PIN number by using the POS system. 30. Notary for agency documents and the general public. 31. When requested, research EBT system for financial workers to verify balances or check card for activity and print report. 31. Maintains confidentiality by following HIPPA guidelines. Attends staff meetings and trainings. 32. Works according to good safety practices as discussed and written in policy. 33. Other related tasks as assigned. 34. Assists in training new office support specialist staff. DEADLINE: October 8, 2024