Office Assistant II, Bilingual (HHS, Contingent)

Office Assistant II, Bilingual Recruitment This Office Assistant II, Bilingual recruitment is to establish an eligible list for Health and Human Services (HHS). This list may be used to fill future vacancies as long as the list is active. The Behavioral Health and Recovery Services Office Assistant II, Bilingual (Spanish & English) works within the Front Desk Administration Team who supports front desk and medical records operations at clinics in San Rafael, Novato and Greenbrae in a team environment. The role will provide front desk stability to ensure clients entering our facilities receive excellent customer services when in our programs. The duties will vary depending on business needs and the work will require being at one of the HHS/BHRS County onsite facilities. As a member of the HHS/BHRS Admin Team, the position provides phone and in person customer service support to clients and programs in the facility. Duties include greeting and checking in clients for their appointments, re-scheduling and changes of appointments as needed, as well as answering basic questions related to HHS/BHRS services and support, ordering office supplies, contacting maintenance staff and vendors as needed, supporting medical records team, scheduling conference rooms and ensuring the overall smooth operation of programs in the facility; providing backup to Office Assist III (OA III) staff when needed. These positions are on-site and may travel throughout Marin County various BHRS clinic locations. Potential duties may include but are not limited to: Checking appropriate information portals to confirm client Medi-cal eligibility Answering phones Scheduling and re-scheduling of client appointments as requested by client or provider Data Entry into spreadsheets and/or electronic health record as directed Client Appointment Reminders by email or phone Updating spreadsheets as directed Using MS Suite, reserve conference and meeting rooms as directed Bilingual Testing: The successful candidate must possess bilingual skills and must demonstrate proficiency in both Spanish and English prior to appointment. A bilingual proficiency exam will be administered to ensure the candidates possess the appropriate skill level to meet the requirements. Our Highly Qualified Candidate: The ideal candidate has strong interpersonal skills and the ability to communicate with a diverse client base in a tactful, patient and courteous manner, while working independently, and as a part of a team. This individual thrives in a fast-paced client-facing clinic environment, can adapt quickly to new technologies and systems and is flexible towards changes in processes and instructions. They take initiative and independent judgment to respond to inquiries and establish priorities as appropriate. They possess a strong attention to detail and excellent customer service skills. The candidate is confident in asking questions and taking initiative to solve problems. At least one year of experience performing customer service and administrative support in a related environment, intermediate proficiency with MS Word, Outlook and Excel are preferred. Prior experience working in a medical, dental or other clinic setting is ideal. Qualifications Knowledge of: Standard office practices and procedures including filing and retrieval systems, correspondence formats and the operation of standard office equipment. Standard office applications including word processing, spreadsheet and database systems. Correct English usage including grammar, spelling and punctuation. Business arithmetic. Ability to: Perform general clerical and technical work quickly and accurately. Use database, spreadsheet, word processing, publishing and/or internet applications depending on assignment. Read, interpret and apply rules, policies and procedures in specific situations. Prepare and maintain accurate and concise records and reports. Read and comprehend manuals and instructions related to assignment such as: maps; drawings; policies and procedures; training materials; code books; instructions for equipment; and safety rules and procedures. Perform basic mathematic calculations. Minimum Qualifications One year of experience performing clerical/office support duties that demonstrate knowledge of standard office applications and practices. Completion of a clerical training program or office administration coursework may be substituted for up to six months of the required experience. Clerical/office support experience includes preparing, interpreting and maintaining a variety of records and/or documents; use of standard office applications and equipment; and greeting and assisting members of the public.