DEPARTMENT: Children, Youth and Family Services

DIRECTLY RESPONSIBLE TO: Manager of Office Support Services with day-to-day supervision by Program Director

SUMMARY OF POSITION: This position provides secretarial and records support to staff coverage to the CYFS front desk during the academic year. Act as receptionist and answer multi-line telephones. Work in other WCMHS front offices during the summer months to ensure adequate coverage during times of staff vacations, illness and other absences.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Act as receptionist for all CYFS programs located at 579 South Barre Road as well as remotely (via telephone/intercom) at 260 Beckley Hill Road.

• Cover multi-line program telephones (including 260 Beckley Hill Road).

• Provide secure access to several doors via button activation.

• Assist staff psychiatrist/psychiatric nurse practitioners. Transcribe, proofread, as needed. Place reminder calls to clients with psychiatry appointments. Assemble psychiatric referral packets, distribute as requested. When packets are returned, score assessments (see item 6) and review packets for completion. Schedule evaluations and medication check appointments. Request client records, as needed. Keep prescription paper secure. Hold prescriptions to be picked up.

• Provide computerized scoring of Achenbach Child Behavior Checklists, Brief Problem Scales, Attention Deficit Disorder Evaluation Scales and Parenting Stress Indexes.

• Create and maintain Excel spreadsheets, create brochures and other material in Publisher and PowerPoint for program managers.

• Scan notes/documents into UEMR.

• Provide Notary services.

• Assign new client numbers, as needed.

• Alphabetize and file records and other documents. Review DSLs and case notes, checking for accuracy. Assist Records Room with various other tasks, as needed.

• Photocopy requests for records, including those from other agencies, providers, Disability Determination, etc.

• Schedule conference rooms.

• Make photocopies and maintain photocopiers (arrange for repair when applicable).

• Receive and distribute incoming interagency mail and organize outgoing interagency mail on a daily basis.

• Receive and distribute petty cash checks.

• Distribute purchase orders and order for all programs within Children, Youth and Family Services.

• Send/receive/distribute faxes.

• Daily mailing/metering and sorting. Maintain postage meter.

• Maintain staff information list (staff name, program, title, supervisor’s name, home address, home/cell phone numbers and emergency contact).

• Keep job posting notices up to date.

• Act as liaison between staff and Maintenance Department/MIS.

• Serve on Agency committees.

• Provide front office coverage to other offices in the Barre, Berlin and Montpelier areas.

• Perform other duties as assigned.

QUALIFICATIONS:

Education:

• Essential:
  • A high school degree and 2 years of experience.
  • Excellent working knowledge of Word, Excel, PowerPoint and Publisher
• Desirable: A two-year college degree and one year of experience.

Experience:

Must have experience working in a business office, individual must possess excellent oral, written and interpersonal communication skills, ability to multi-task is essential.

Equal Employment Opportunity Statement: WCMHS is committed to creating a diverse environment and is proud to be an equal opportunity employer. All employment decisions are based on business need, job requirements and individual qualifications, without regard to race, color, national origin, religion, gender, gender identity or expression, sexual orientation, genetics, disability, age, veteran status or any other legally protected status.

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