Jobs for People with MS: National MS Society

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12591900 Office Support Specialist

Counseling Center

The function of this position is to perform a variety of general office duties to support reception office staff, administrative services staff, professional staff, practicum students, graduate assistants and Counseling Center clients. This person also provides direct support to the Administrative Assistant. All work for this position must be performed in person, as this position has not been approved for remote work. This person will also direct clients and stakeholders to the appropriate point of service including but not limited to triage or initial appointments. This person will work primarily at the Counseling Center main office, but will be expected to work at other Counseling Center locations including the main office as directed.

Duties & Responsibilities

• Receive, contact, and schedule referred students for clinical appointments and maintain Referral Response Form.
• Maintain and schedule appointments for CCAODP (Counseling Center Alcohol and Other Drug Program) staff.
• Answer phones, transfer calls, screen calls, and take accurate messages.
• Assist in scheduling and maintaining PsychoEd programs for the CCAODP program.
• Receive and direct clients who have appointments with members of the clinical staff, notifying counselors when clients have arrived.
• Schedule \"Initial Appointments\" for clients in person and on the telephone.
• Provide factual information to clients, students, faculty, staff, deans, and campus units regarding Counseling Center procedures.
• Develop, update, and maintain relevant policy and procedures for ongoing Alcohol and Other Drug program in conjunction with AODP Coordinator.
• Provide backup to the Office Manager for specialized Center operations.
• Schedule client appointments and meetings in each counselor\'s electronic schedule system, maintain the quality assurance tasks of other support staff, and other duties as assigned.

Additional Physical Demands

The person in this position must be able to multi-task; organize and prioritize daily projects; be self-motivated and able to take initiative. This individual will be required to exercise discretion and independent judgement. They must be able to maintain strict confidentiality in all interactions both on the job and after working hours. Attention to detail is important in this position. The incumbent must also be approachable, assertive, flexible, and be able to work cooperatively with a variety of personnel and students. The person in this position works in a fast-paced office setting with the constant distraction of phones, inter-office communications and clients. There are occasions when the expression of grievances, requests, demands, or complaints from clients, students, staff, and others may be stressful. The work involves remaining stationary at a desk/computer station for long periods. There is no unusual physical requirement other than the normal lifting of office supplies. Punctuality is imperative. All work for this position must be performed in person, as this position has not been approved for remote work. This person will also direct clients and stakeholders to the appropriate point of service including but not limited to triage or initial appointments. This person will work primarily at the Counseling Center main office, but will be expected to work at other Counseling Center locations including the main office as directed.

Minimum Qualifications

1. High school diploma or equivalent.

2. Any one or combination totaling two (2) years (24 months) from the categories below:

A. College coursework in any curriculum, as measured by the following conversion table or i s proportional equivalent:

30 semester hours equals one (1) year (12 months)

Associate\'s Degree (60 semester hours) equals eighteen months (18 months)

90 semester hours equals two (2) years (24 months)

Bachelor\'s Degree (120 semester hours) equals three (3) years (36 months)

B. Work experience performing office/clerical activities, including the use of computer systems.

3. One (1) year (12 months) of work experience comparable to the second level of this series.

Knowledge Required

Comprehensive knowledge in all Microsoft programs (Outlook, Word, Excel, etc.) to be successful in calendaring, correspondence, spreadsheets, tracking, etc. Knowledge of basic office machines including computers, photocopiers, and fax machine. Employee must learn new programs as technology and office needs change.

Knowledge of principles and processes for providing excellent customer and personal services.

Excellent telephone and other communication skills; must be able to communicate effectively, both verbally and in writing, as appropriate for the needs of the audience.

Attention to detail, ability to work under pressure, maintain organization, and follow-through are necessary. This position is responsible for accuracy, content, format, and timeliness of completion of assignments.

Must be flexible in assignment of ta