Office Specialist III

Job Overview

Under the general supervision of an administrative superior, performs complex and specialized clerical work which often requires the exercise of independent judgment. Positions in this class can be distinguished by the specialized duties they perform in various areas of the Weber Morgan Health Department.

Essential Functions:

Vital Records & Health Promotions:

Composes and processes routine correspondence, reports, forms, billings, payments, certificates, applications, and other material; examines for accuracy and completeness, makes additions or resolves discrepancies by consulting with supervisor or other employees as appropriate.

Adhere to strict confidentiality. Communicate complex information in an easy to understand way both written and orally. Locate and apply appropriate rules, code, and law to circumstance as presented.

Reviews correspondence and reports; determines information to be extracted for further use; determines routing and filing.

Receives telephone and personal callers, handling any questions or matters of a technical nature and directing others to the appropriate staff member; assists visitors in filling out forms.

Determines and collects fees where some degree of personal judgment is involved in the decision; insures receipts, notices, certificates and licenses and keeps records of transactions.

Operates office equipment as required.

Morgan Office Location:

Receives telephone and in-person customers, handling any questions or matters of a technical nature and directing others to the appropriate staff member; assists visitors in filling out forms and applications.

Composes and processes routine correspondence, reports, forms, billings, payments, certificates, applications, and other material; examines for accuracy and completeness, makes additions or resolves discrepancies by consulting with supervisor or other employees as appropriate.

Reviews correspondence and reports; determines information to be extracted for further use; determines routing and filing.

Determines and collects fees where some degree of personal judgment is involved in the decision; ensures receipts, notices, certificates, and licenses and keeps records of transactions.

Conducts classroom training on Food Handler Safety and issues birth and death records.

Must occasionally report to the Ogden offices for work.

WIC:

Provide excellent customer service to participants, co-workers and supervisors.

Verifies proof of income, residency and identification for WIC certification.

Helps WIC participants and potential WIC participants determine what document to provide for WIC certification. Requesting supervisor assistance if needed and for situations that require supervisor approval.

Explains lab measurements that are required for WIC participation and performs those measurements including; weight, height, head circumference and a finger stick for hemoglobin assessment according to policy.

Completes accurate documentation of work according to policy and clinic procedures.

Makes calls for appointment reminder and in efforts to maintain participant caseload.

Receives telephone callers, handling any questions as appropriate and directing others to the appropriate staff members.

Assists potential WIC participants in applying for the WIC program or transferring between states as well as between clinics in state.

A degree of personal judgment is involved in the decisions needed to do this job. The employee will always follow the State WIC Policy and Procedure manual.

Maintain a clean and uncluttered office.

Operates office equipment as required.

Nursing:

Acts as a first contact welcoming all for patients and visitors in person or over the phone.

Receives telephone calls, schedules appointments, provides public with general information and resources, handles any questions or matters of a technical/ medical nature.

Registers new clients and updates existing client demographics by collecting detailed client information including personal and financial information. Assist clients as needed in completing and submitting the required documentation. Obtains and updates patients' personal, health and financial information, creating and maintaining electronic health records, preparing patients' files for consultation and evaluation.

Screens client's insurance status and eligibility and enters information into the clinical software programs.

Accepts fees for payments; balances cash on hand against receipts; prepares and balances deposits; issues receipts, notices, certificates, and licenses and keeps simple records of transactions; makes simple mathematical computations. Ensures all fiscal reports are completed and balanced.

Protects client confidentiality, making sure protected health information is secured. Process departmental actions while maintaining confidentiality.

Composes and processes routine correspondence. Performs routine clerical duties, including reports, forms, billings, payments, certificates, applications and other material, examines for accuracy and completeness, makes additions or resolves discrepancies by consulting with supervisor or other employees as appropriate.

Reviews correspondence and reports, determines information to be extracted for further use, determines routing and filing. Maintain office supply inventory and replenishes stock in a timely manner.

Supports outreach clinical activities as assigned. Including but not limited to front desk responsibilities, tabling events, translating for immunizations clinics, data entry or other duties as assigned.

Supports, participates in the response during a crisis events, i.e. pandemic response, bioterrorism, natural disasters.

Types letters, statement, narrative and statistical reports as assigned, record minutes, agendas and other documents as required. May draft correspondence as needed.

Bilingual responsibilities:

Interpret verbal communication between staff and Spanish speaking clients; assist Spanish-speaking clients in completing medical related forms.

Escorts Spanish speaking clients through appropriate clinical services, provide education in conjunction with medical provider recommendations.

Translates written material for accuracy, format, and content; create graphics, designs and format documents as assigned.

Other duties as assigned.

Any one position may not include all of the duties listed, nor do the listed examples include all duties which may be found in positions of this class. Applicants must be prepared to demonstrate the ability to perform the essential functions of the job with or without reasonable accommodation.

Supervisory Responsibilities:

None

Education/Experience :

Education: High school graduation or equivalent.

Experience: Three (3) years of increasingly responsible experience in Clerical Work. Work experience must be appropriate to the position to be filled.

Bilingual in English and Spanish Languages preferred (may sometimes be required).

Knowledge, Skills, and Abilities (KSA):

Knowledge: Considerable knowledge of modern office practices and procedures. Considerable knowledge of grammar, spelling, and punctuation. Considerable knowledge of the specialized duties required by the position.

Skills: Skilled in typing at 40 wpm.

Abilities: Ability to perform complex clerical work requiring moderate exercise of independent judgment. Ability to make mathematical computations rapidly and accurately. Ability to communicate effectively verbally and in writing. Ability to establish and maintain effective working relationships with employees, other departments, and the general public. Ability to work independently in an efficient, productive manner maintaining composure sensitivity and confidentiality in accordance with HIPPA.

Special Qualifications :

Must be bondable and able obtain a Utah Notary Public Certification.

Requirements include completion of a background check and submission of fingerprints to the Federal Bureau of Investigation Next Generation Identification System's Rap Back Service.

The candidate must not have a conviction of a federal or state felony and/or a conviction of a misdemeanor for drug distribution.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is frequently required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is moderately noisy.