Office Support Specialist

Job Description

Job DescriptionDescription:

Join Our Team as an Office Support Specialist!

Are you passionate about creating a welcoming and supportive environment? We’re looking for an Office Support Specialist to be the heartbeat of our Outpatient Behavioral Health Clinic. In this vital role, you will ensure that our office runs smoothly while fostering a trauma-informed atmosphere for our clients and visitors.

What You’ll Do:

• Be the First Point of Contact: Cover the front desk with a warm smile and collaborate with the Access Team to ensure seamless service.
• Connect with Clients: Answer phone calls, assist with inquiries, and connect callers to the right team members.
• Manage Appointments: Help clients schedule, cancel, and reschedule appointments while maintaining an organized calendar that reflects attendance.
• Enhance Client Experience: Ensure clients receive timely reminders via text, call, or email, based on their preferences.
• Create a Welcoming Space: Greet individuals warmly, check clients in for their appointments, and verify their information to keep our records up to date.
• Maintain Office Ambiance: Keep the office atmosphere friendly and inviting. Ensure coffee is available, and that conference rooms, bathrooms, and waiting areas are clean and clutter-free.
• Manage Supplies: Order and maintain office supplies, ensuring everything is stocked and ready for use.
• Handle Correspondence: Review and distribute incoming mail promptly.
• Support Equipment Needs: Ensure all office equipment, including copy machines and postage machines, are in working order.
• Coordinate Facility Operations: Address building maintenance needs, including heating, A/C, snow removal, and lawn care.
• Onboard New Team Members: Assist new hires with office access, including alarm codes, email setup, key distribution, and vehicle access.
• Plan Office Events: Organize fun office activities like potlucks and celebrate important dates while keeping our contact list up to date.
• Assist Colleagues: Support other providers with administrative tasks, such as scanning documents, sending letters, and making copies.

What We’re Looking For:

• A friendly and proactive individual who thrives in a collaborative environment.
• Strong organizational skills and attention to detail.
• Excellent communication skills and a commitment to client-centered care.
• Ability to multitask and adapt in a dynamic setting.

If you’re ready to make a difference and help create a positive environment for our clients and staff, we’d love to hear from you! Apply today to become part of our dedicated team.

Requirements:

MINIMUM QUALIFICATIONS:

• High School Graduate or GED
• Individual must be non-judgmental in regards to lifestyle, race and/or economic status.
• Must be able to pass a DHS background study and meet applicable requirements and regulations.
• Must be at least 21 years old and have a valid Minnesota Driver’s License.

PREFERRED EXPERIENCE:

• Experience and knowledge in behavioral health programming.
• 2 plus years as an office coordinator, administrative support staff, or related job.

Skills, Knowledge and Abilities:

• Strong written and verbal communication skills
• Excellent organizational and time management skills
• Excellent customer services and interpersonal skills
• Friendly, service-oriented personality
• Problem-solving and basic troubleshooting skills
• Ability to multi-task in a fast pace environment with attention to detail
• Ability to be a team player
• Ability to adapt and deal with challenging situations and changes
• Ability to use Electronic Medical Record (EMR) system
• Ability to be compassionate, empathic, caring, and understanding of individuals and family’s situations
• Able to professionally collaborate with internal and external providers and agencies.
• Maintain confidentiality

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.