SUMMARY
This is a full-time non-exempt position primarily responsible for providing a range of clerical support to the agency. Primary work hours will be Monday through Friday, 8:30am to 4:30pm with a 30-minute lunch (37.5 hours/week) unless otherwise agreed upon.
Compliance:
As with all WCSI positions, it is the expectation that employees adhere to WCSI, County, State and Federal guidelines, regulation, policies, and laws which govern the business and service of WCSI.
This position requires the employees to perform their daily job duties and responsibilities in an structured work environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Includes the following, (other duties may be assigned as deemed necessary by management):
General Office Duties
• Answer and direct phone calls and emails in a professional manner.
• Screen calls for appropriate referrals and complete applicable documentation.
• Monitor WCSI security/visitor camera.
• Greet and direct visitors to their WCSI contact or appointment location.
• Implement WCSI’s visitor protocol, signing in/out all visitors, formal tracking of visitors, and administer visitor badges.
• Process incoming and outgoing mail daily.
Administrative Duties
• Electronic Data Filing- Responsible for accurately filing documents in the appropriate section of the client’s record within the department’s 72-hour standard.
• Process requests to have client documents distributed via email, mail or fax to clients, family members and providers.
• Follow established processes for recording outgoing documents.
• Verify that all documents are delivered to the appropriate recipient and if sent by email, ensure that documents are transmitted via encrypted email to maintain HIPAA compliance.
• Provide coverage for all Clerical positions as needed and assigned by Clerical Supervisor
• Prioritize work assignments to meet deadlines.
Additional Responsibilities
• Compile and analyze data to produce accurate statistics and informational summaries as requested.
• Distribute office supplies and other necessary items to Program staff as requested.
• Prepare intake packets and assist with additional projects as assigned.
• Participate in agency committees and other agency activities as requested.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
Associates degree and 1 year of progressively complex clerical experience with prior supervisory experience preferred.
Or
High School Diploma with 3 years of progressively complex clerical experience with prior supervisor experience preferred.
Language Skills:
Strong Interpersonal skills, effective oral and written communication skills.
Certificates, Registrations, Licenses:
Valid PA Driver’s License, Proof of Valid Auto Insurance, Act 34 (Criminal Record), and Act 33 (Child Abuse) and FBI Clearance. There will be monthly screenings of PA Medicheck List, LEIE (List of Excluded Individuals/Entities) and SAM (System for Award Management).
Other:
As a requirement of employment, certain personal information (Birth Date, Driver’s License, Diplomas, Transcripts, etc.) can be shared in confidential communication as related to regulations, licensure, and/or insurance carrier contracts.
As with all WCSI positions, this position will adhere to all random drug screening requirements, as set forth by WCSI Policy.
ENVIRONMENT, PHYSICAL and MENTAL CONDITIONS
Physical/Mental Demands
While performing the duties of this job, the employee is required to operate a motor vehicle, sit, stand, walk, bend and lift objects of up to 10 pounds. The employee regularly uses a computer, phone, fax, copier, and other essential office equipment to conduct daily work assignments.
Work Environment
While performing the duties of this job, the employee regularly works in an office environment and is occasionally exposed to outside-weather conditions. The noise level in the work environment is usually moderate.
REASONABLE ACCOMMODATION
It is WCSI’s business philosophy and practice to provide reasonable accommodation, according to applicable state and federal laws, to all qualified individuals with disabilities.