Job Title: Office Support Specialist
Location: Canton, MA 02021
Duration: 3+ Months
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Professional Summary:
The incumbent of this position is responsible for performing administrative support functions for the Social Work team and Admissions, and also supporting our Medical/Rehab teams. Responsibilities include preparing and analyzing correspondence, reports, and other materials as needed; arranging meetings with internal and external contacts; responding to inquiries; assisting with various departmental projects and programs; and performing related work as required. Incumbents are expected to pay attention to detail, can multitask, and provide verbal and written communication effectively.
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Responsibilities:
- Receives phone calls/voicemails, messages, correspondence, reports, files, and directs to appropriate staff.
- Collects/opens/sorts mail, copying/faxing, maintains supplies, places orders for supplies and equipment, updates departmental schedules, attends meetings, and takes/distributes meeting minutes.
- Greets/assists/directs patients, visitors, guests, outside agency liaisons, families/guardians, and staff as appropriate to the Social Work team and Admissions and Medical/Rehab teams.
- Maintains accurate contact information on patients/families/guardians/transportation companies (Face Sheet Book, Transportation Book, Stay List, K Drive, Meditech) and disseminates changes made by Case Managers.
- Enters, edits, and disseminates Meditech face sheets when Case Managers make changes.
- Prepares and distributes written and electronic correspondence, memos, letters, faxes, and forms as requested within established time frames.
- Prepares department forms, discharge grids, guardianship flow sheets, quick reference guide, and team schedule within established time frames.
- Enters Interdisciplinary Team Notes in Meditech seven to ten days before the team meeting.
- Prints Plan of Care Goals within 24 hours prior to team meetings.
- Adds review category to Interdisciplinary Team Notes within 24 hours after team meetings.
- Prepares informational handbooks, welcome back packets, departmental mailings, flyers, and materials for special events as requested.
- Prepares discharge notebooks for all teams/patients within established time frames.
- Submits and collects patient fund requests from Accounting, secures funds, disburses, and documents accordingly.
- Reconciles monthly bank statements for โother eventsโ accounts, copies receipts, matches to bank statements, and submits to Accounting.
- Maintains time-off request calendar on Outlook.
- Maintains Social Service conference room schedule as requested.
- In the absence of the admissions administrative assistant, new admissions are registeredinto Meditech, including posting photos to designated areas.
- Reports maintenance issues electronically via the maintenance request form (CAMIS).
- Assists Hiring Managers with MassCareers postings, coordinates interview schedules, and manages informational paperwork across hospital departments.
- Participates in all mandatory trainings, including annual reviews, in a timely manner.
- Performs other related duties as assigned.
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Preferred Qualifications:
- Knowledge of software applications used at Pappas Rehabilitation Hospital for Children, including but not limited to MS Office applications and Meditech.
- Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing the Pappas Rehabilitation Hospital for Children.
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Minimum Entrance Requirements:
Applicants must have at least:
(A) Two years of full-time, or equivalent part-time, experience in administrative work OR
(B) Any equivalent combination of the required experience and the substitutions below:
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Substitutions:
I. An Associateโs or higher degree with a major in business administration, business management, or public administration may be substituted for the required experience.
II. An Associateโs or higher degree with a major other than in business administration, business management, or public administration may be substituted for a maximum of one year of the required experience.
III. Education toward such a degree will be prorated based on the proportion of the requirements completed.
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