Administrative Support Assistant - Rolla

Overview

(CIC - Client Information Coordinator)
Typical working hours: 8:00 AM to 5:00 PM, Monday through Friday.

Rolla Satellite Office Administrative Support Assistant
(CIC - Client Information Coordinator)
Typical working hours: 8:00 AM to 5:00 PM, Monday through Friday.
Flexible Schedules/No On-call

Location:
This position is domiciled at the Rolla Satellite Office, 105 Fairgrounds Rd, Rolla MO 65402.

Why you’ll love this position
The Missouri Department of Mental Health is dedicated to the prevention, treatment, and public understanding of mental illness and developmental disabilities. By joining our team YOU can make a difference in the lives of those impacted by a mental illness or developmental disability so they can have the opportunity to pursue their dreams, live their lives to the fullest, and be a valued member of their communities.

This position is responsible for the day-to-day tracking and monitoring of all consumer files for the Rolla Satellite office area and throughout the state.

• Maintain and update consumer trackers for files and transfers.
• Prepare files for SMART system filing.
• Organize and maintain file room.
• Removing and refiling of consumer discharges and deaths.
• Scanning files for records requests in accordance to the division policy and procedures. Remove and ship files for records requests to and from Intake and Regional Offices across the state.
• Maintain and use microfilm machine and software.
• Open and close episodes of care (EOCs) for discharges, transfers, and deaths.
• Adding and updating diagnosis, programs and commitments with transfers in and out of the region in CIMOR (Customer Information management, Outcomes, and Reporting).
• Update basic demographics in CIMOR as needed.
• Creating and maintaining new consumer folders for incoming transfers to the region. Oversee and manage the transfers inbox for the region.
• Communicate with stakeholders and team members across the state for smooth consumer transitions. Maintain and manage new intakes, moving of consumer files from one electronic location to another, this may involve the use of the shared drive, zip files, FTP program, etc.
• Coordinate and schedule pick up with local shred company. Communicate and collaborate with statewide team members and attend monthly meetings for brainstorming and records updates.
• Assist in covering front desk for morning break, lunch and afternoon break.
• Assist in backing up the front desk as needed to answer the door, phones and other administrative duties as assigned by Assistant Director.
• Attend all required training through Linked In Learning and other platforms as deemed necessary for the role and to meet recommended yearly trainings for professional development.
• Follow CSR’s, Department Operating Regulations, and Division Guidelines.
• Communicate in writing or verbally with individuals, providers, co-workers, and/or supervisors utilizing agency forms, computer programs and email as required. Assist the regional office with any general tasks as necessary.

• Ability to understand and follow simple oral and written instructions.
• Report for scheduled work shift with regular, reliable and punctual attendance.
• Communicate in writing or verbally with individuals, providers, co-workers, and/or supervisors utilizing agency forms, computer programs and email as required.
• Possess adequate hearing unaided or with the aid of an amplification device (hearing aid).
• Attend and pass annual refresher classes provided through MELS and/or MO Learning.
• Follow CSR’s, Department Operating Regulations, and Division Guidelines.
• Reads and follow directions.
• Attends work according to facility policies in order to ensure adequate staff coverage.

• Knowledge of general office practices.
• Proficient in Microsoft 365 programs.
• Ability to maintain clerical records, operate basic office equipment, and interact on the telephone or in person with the public.
• Applicants must be well organized, able to successfully manage work priorities, meet timelines, work on multiple projects and must possess proficient writing and professional communication skills.

1-3 years…