Clerk IV-Counseling (48 week)

Job description

Clerk IV-Counseling (48 week)

Job no: 499482
Work type: Staff Full Time
Categories: Administrative & Office Support

*This is a 48-week position. Time off is the month of June. *

General Summary of Position:

Provides clerical support to the Director of Counseling and Student Development Center. Understands and explains the policies, procedures and functions of the department and the resources of the University. Oversees office operational processes.

Follows the University’s best practices to build and/or support student academic success and retention and assist in meeting strategic objectives for persistence and timely graduation of all the student population.

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

  • Performs various clerical duties to support the Director and the department such as: greeting office visitors; answering telephone and visitor inquiries; scheduling appointments, meetings and interviews, conference arrangements; preparing and submitting required forms to appropriate departments. Maintains standard and confidential files. Draft, review, analyze and proofread materials for accuracy and completeness. Receives and handles incoming and outgoing mail, including correspondence, packages, etc.
  • Enters student data into medical billing software.
  • Maintains schedule/calendar for psychiatrist, drafts and sends missed appt. letter to students. Collects missed appointment fee and submits form to Bursars office.
  • Maintains daily schedule of students to be seen, prepares daily sheet and pulls folders for following day's schedules for each prescriber.
  • Proofreads documents for professional staff.
  • Processes personnel forms and paperwork related to office staff.
  • Prepares, coordinates, and oversees reservations and support materials for presentation of departmental programs and projects, workshops, groups. Assembles data and types and edits related reports. Coordinates and maintains files for professional staffs' involvement in various university committees.
  • Pre-screens clients and sets up appointments with staff counselors or refers to other university and /or community resources appropriate.
  • Compiles offices statistics and posts information to forms. Creates forms as needed to post statistical information. Prepares and/or reviews for accuracy and completeness preliminary statistical reports for Director and unit staff.
  • Maintains strict confidentiality and addresses individuals’ needs with tact and discretion. Maintains sensitivity to needs of visitor or clients whether in crisis or regular situations, assisting Director and Counselors as needed.
  • Files and maintains all materials such as client case files, correspondence with a high degree of confidentiality.
  • Insures proper procedures are followed for release of case records.
  • Oversees and coordinates flow of daily messages, telephone calls and client volume presented to Director.
  • Interacts with other staff within the office to insure that the mission and goals of the office are successfully accomplished.
  • Uses University system(s) for scheduling meetings.
  • Prepares the billing documents for insurance submission.
  • Gathers data and statistical information to be used in reports.
  • Maintains Procard and reconcile expenditures.
  • Retrieves student information from COIN.
  • Operates standard office equipment.
  • Maintain, track and order office supplies and equipment, and ensure all office equipment is in working order. Schedule repair and maintenance as needed.
  • Reviews Medical Leave of Absence paperwork for completeness and prepare for approval. Processes approvals and denials appropriately.
  • Creates and reconciles Requisitions and Purchase Orders as back-up to the Admin Assistant.
  • Perform other duties as assigned.

QUALIFICATIONS REQUIRED AT HIRE (List knowledge, skills, abilities)

  • Knowledge of the English language including spelling, word meaning, and word usage.
  • Ability to understand and apply laws, rules, policies and procedures governing assigned unit activities.
  • Ability to read, write and comprehend the English language.
  • 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.
  • Ability to file material in accordance with standard filing procedures.
  • Ability to maintain accurate records.
  • Ability to communicate effectively in oral expression.
  • Ability to establish and maintain harmonious working relationships with others.
  • Ability to deal tactfully with others.
  • Ability to operate a typewriter.
  • Knowledge of the types and applications of standard office filing systems.
  • Knowledge of clerical office practices and procedures including office record keeping, office correspondence control, the type and uses of office equipment and supplies and business letter preparation.
  • Skill in operating general office machines and equipment such as photocopies, mimeographs, other copying machines, file retrieval equipment, console (Centrex) telephone systems, postage meters, microfilm or microfiche viewers or processors, calculators, other adding machines, public address systems, paging devices, 2-way radios, binders, hand collators, perforators, folders, electric staplers, shredders, or similar equipment.
  • Ability to explain the laws, rules policies and procedures governing assigned unit activities.
  • Ability to perform arithmetical computations with speed and accuracy (addition, subtraction, multiplication and division).
  • Ability to operate specialized office machines or equipment such as electron data display terminals.
  • Ability to give written and oral instructions in a precise, understandable manner.
  • Ability to determine the proper format and procedure for assembling items of information.
  • Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources, controlling work through periodic reviews, and/or evaluations; determining subordinates training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
  • Ability to communicate effectively in written expression
  • Ability to exercise sound judgment.
  • Knowledge of the principles, practices, and techniques of supervision.
  • Ability to type 40 words per minute.

QUALIFICATIONS ACQUIRED ON JOB (List knowledge’s, skills, abilities)

  • Knowledge of the laws, rules, policies and procedures governing assigned unit activities.
  • Knowledge of the types and uses of agency forms.
  • Knowledge of the proper telephone procedures for making and receiving agency calls.
  • Knowledge of the types and applications of standard office filing systems.
  • Knowledge of the clerical office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation.
  • Skill in operating general office machines and equipment such as photocopiers, mimeographs, other copying machines, file retrieval equipment, central console telephone systems, postage meters, microfilm or microfiche viewers or processors, calculators, adding machines, public address systems, paging devices, 2-way radios, binders, hand collators, perforators, folders, electric staplers, shredders, or similar equipment.
  • Knowledge of the principles, practices and techniques of supervision.
  • Knowledge of University software systems including but not limited to PeopleSoft.

MINIMUM ENTRANCE REQUIREMENTS

Applicants must have at least 3 years of full-time or equivalent part-time experience in office work or any equivalent combination of the required experience and list of substitutions as provided on the state job specifications which can be found at

http://www.mass.edu/foremployees/classificationspecs/classspecs-pers.asp#C

Department: Counseling Center

Job Grade-13

No. of Positions-1

Internal/External-X

State Funded-X

Salary: $719.54 per week * 48 Week position*

Special Instructions to Applicants:

To apply please submit a letter of interest, current resume and the contact information for three professional references.

The deadline for INTERNALS to apply is June 17, 2019.

The deadline for EXTERNALS to apply is June 21, 2019.

Advertised: 06 Jun 2019 Eastern Daylight Time
Applications close: 21 Jun 2019 Eastern Daylight Time

 

 

 

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Job No:
Posted: 6/12/2019
Application Due: 6/21/2019
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