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Job Details

Requisition Number 18-10107
Post Date 9/14/2018
Title Office Specialist
Full Time/Part Time Full Time
Division Clinical
Pay Frequency Semi-Monthly
City Glendale
State CA

Scope of the Position

 The Bilingual Office Specialist will be responsible for providing required administrative support to assigned program/department as well as receiving clients and visitors, determining nature of their visit, and notifying appropriate staff, in a professional manner.  The Office Specialist will also maintain health records in accordance with Federal and State guidelines, as well as with the Agency’s established policies and procedures, to assure compliance and provide professional customer service to clinical and administrative staff, clients, visitors, and vendors.



Monday - Thursday 11:30am-8:00pm
Friday - 8:30am – 5pm 


Primary Duties

May perform any or all of the following depending upon program or site needs:

  • Provides reception services, greets visitors, ascertains nature of business, signs-in visitors and directs visitors to appropriate person, issues visitor’s identification when required.
  • Operates telephone console to receive incoming calls; provides information to caller or routes caller to appropriate staff; places outgoing phone calls as needed.
  • Records accurate phone messages including name, time of call, nature of business and person called upon and delivers (via voicemail, email, etc.) to the appropriate party.
  • Checks Agency/program voice mail throughout the day and answers or directs messages to appropriate personnel (no voicemail at this time)
  • Performs clerical duties which include routine typing, filing, copying, faxing, completing and submitting Agency forms, data entry and distributing Agency communications.
  • Sorts and distributes incoming mail; prepares outgoing mail including internal office mail, external mail, overnight services, delivery services and registered mail. Assures adequate funding on postage meter at all times.
  • Assists in the maintenance of office equipment including computers, telephone systems, copiers, fax machines and other types of office equipment; calls for service when necessary.
  • Assists in assuring all safety and health standards are followed and responds to safety issues within the facility in a timely manner.
  • Develops and maintains administrative and clerical skills through seminars, workshops or other forms of training/education. 
  • Attends and actively participates in all team and staff meetings.
  • Scheduling clients’ appointments per the Centralized Scheduling guidelines.
  • Checks client insurance eligibility and updates EHR.
  • Registers clients, enters, and updates information in EHR.
  • Collects clients’ payments, performs Share-Of-Cost spend-down, maintains invoice and payment logs.
  • Coordinating e-mail and appointments in the Patient Portal system.
  • Assists clinical staff with various tasks including, scheduling, reminder calls, communication with pharmacy (authorization documents) and laboratories, medical records and Payor Financial Information.
  • Scans required paper documentation into EHR.
  • Performs retro-billing when needed.
  • Monitors and updates PFI/FOA.
  • Assists with translation/interpretation when needed.
  • Assists with Requests for Records/Invoicing/Log.
  • Takes Vital Signs and records measurements in EHR.
  • Opens/closes cases in EHR and County Systems
  • Updates information in required database (Task Needs, etc.)

Required Qualifications

To perform effectively in this position, the employee in this position is required to have:

  • Knowledge of business English, spelling, punctuation, and general office practices and procedures.
  • Demonstrated customer service skills with ability to provide prompt, friendly courteous service to callers, visitors, clients and staff.
  • Basic computer skills in Microsoft Office programs (Word, Excel, etc.)
  • Effective verbal communication skills; bi-lingual skills in approved language desirable.
  • Must be bilingual in both English and Armenian
  • Effective work organization skills and ability to work with minimal supervision.
  • Basic math skills to calculate routine data.
  • Support the values and mission of Didi Hirsch as related to employment.
  • Know and comply with Agency policies and procedures.
  • Present ideas, information, and viewpoints clearly, both verbally and in writing.
  • Demonstrate commitment to team objectives and Didi Hirsch philosophies.
  • Adapt to changing needs by acquiring new skills and knowledge.

Bachelor's Degree preferred.

Customer service experience in healthcare setting, preferably mental health, is highly desired.
Bi-lingual Spanish or Armenian preferred.
  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
  • Please view Equal Employment Opportunity Posters provided by OFCCP here.
  • The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
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Didi Hirsch is an Equal Opportunity Employer

We provide equal employment opportunities to all qualified applicants and employees without regard to race, religious belief (including dress or grooming practices), color, sex, pregnancy, childbirth or related medical conditions (including breast feeding), age, national origin, ancestry, sexual orientation, gender identification and expression, physical or mental disability, medical condition, genetic characteristics, family care, marital status, status as a veteran or qualified disabled veteran, or any other classification protected by law.

Didi Hirsch is committed to providing equal employment opportunities to all applicants for employment. We are an EEO/AA Employer.