Clerk III​/Unit Secretary

Overview

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Job Description - Clerk III/Unit Secretary (260000GG)

Job Description

Description

Worcester Recovery Center and Hospital (WRCH) operated by the Department of Mental Health (DMH) is seeking an experienced Clerk III/Unit Secretary to perform all the duties associated with the Unit Clerk position, including answering the phones, routing messages, maintaining Medical Records, performing administrative duties such as typing, photocopying, faxing, data entry, etc. for their unit. Perform other duties as needed.

Please Note: This position is 37.5 hours per week. The selected candidate will work Monday through Friday from 7:00 AM to 3:00 PM with Saturday and Sunday as days off.

• Treats all patients with dignity and respect through interactions which affirm the individual’s needs and preferences and by optimally integrating the patient’s perspective into all facets of care; advocate for patients, facilitate timely resolution of patient concerns and assist patients in the exercise of their rights.
• Answer telephone calls and provide routine information concerning agency services according to established procedures.
• File and retrieve material such as correspondence, reports, Medical Record forms, etc. in accordance with detailed procedures.
• Prepare standardized forms such as routing slips, tracking slips, payroll calendars, etc. according to detailed procedures.
• Receive and distribute incoming mail, packages, etc. to appropriate individuals within the assigned unit.
• Post information to logs or records according to prescribed procedures.
• Operate specialized office machines and equipment requiring training: computers, photocopiers, fax machines, etc.
• Review forms, lists, documents, correspondence and/or reports for accuracy and completeness.
• Perform typing functions where speed is not essential, such as typing forms, routine correspondence, envelopes, labels, index cards, etc.
• Maintain Medical records according to established procedures to ensure accurate and complete information.
• Answer inquiries related to laws, rules, regulations, policies and procedures governing agency services.
• Schedule or arrange conferences, meetings, interviews, or similar activities by reserving required facilities, checking availability, and notifying appropriate individuals of dates, times and locations to ensure attendance and facility availability.
• Prepare requisitions according to standard procedures to replenish supplies.
• Notify appropriate parties of information such as meetings, conferences, court decisions, trial cancellations, patient arrivals and discharges, etc.
• Compile statistical information for agency activity reports.
• Proofread typed material for grammar, punctuation, spelling, and proper formatting.
• Compose routine correspondence such as requests for information or meeting confirmations.
• Perform other duties as required.

• Knowledge of the English language including spelling, word meaning and usage.
• Ability to understand, apply and explain the laws, rules, policies and procedures governing assigned unit activities.
• Ability to use proper grammar, punctuation and spelling.
• Ability to follow written and oral instructions.
• Ability to assemble items of information in accordance with established procedures.
• Ability to work accurately with names, numbers, codes and/or symbols.
• Knowledge of standard office filing systems.
• Knowledge of clerical office practices and procedures including office record keeping, correspondence control, equipment and supplies, and business letter preparation.
• Ability to complete assigned duties in a reasonable timeframe.
• Ability to deal tactfully with others and establish harmonious working relationships.
• Ability to exercise discretion in handling confidential information.
• Ability to determine proper format and procedure for assembling items of information.
• Ability to perform typing functions in which speed is not essential, such as typing forms, routine correspondence, envelopes, labels, index cards, etc.

Located on over 20 acres in Worcester, Massachusetts, WRCH is part of…