Office Assistant III- Human Services

Full-Time, Non-Exempt Position

Pay Range: $22.73- $29.04

Job Post Closing Date: 3/31/2026

The Office Assistant III provides administrative support for the Department of Human Services.

The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully with or without reasonable accommodations to be qualified for the position. Other duties may be required and assigned.

Maintains, enters, and prints data for Access Meal program, the daily Home Delivered, Carry‑Out, and Congregate meal site counts, generating the Meal Count Report, and e‑mailing daily to caterer using Outlook. Coordinates daily meal counts and meal cancellations with meal site managers and drivers. Prints and distributes daily meal delivery route sheets from Access Meal Program. Formats, prints, and distributes to the meal sites all meal program forms and labels using Word, Excel and Publisher.

Records weekly volunteer delivery hours for each meal site in Access Meal Program, using previous weeks route sheets where volunteers record their start and end times. Prepares and orders weekly meal site supply orders using an Excel‑based form and emailing supply order to caterer, using Outlook. Formats monthly menus in Excel and prints and distributes. Enters congregate roster data into state database.

Prints and distributes monthly home delivered meals client donation statements from Access Meal Program. Enters new clients into Access meal program: demographics, meal planner, and coordinate address/location with google maps and delivery route. Enter new client registration into state database. Enter client assessment data into state database. Investigates/makes follow up calls to emergency contacts when home delivered client does not respond to meal delivery volunteer.

Makes follow up calls to law enforcement for welfare check when emergency contact and client do not respond to office inquiry. Follows up with law enforcement regarding results of welfare check.

Conducts Medicaid insurance eligibility inquiries of all active clients. Checks insurance eligibility using Forward Health Portals as well as third party insurance carriers. Checks insurance eligibility for Federal Medicare using the Federal Medicare portal. Documents current eligibility information into client’s Harmony file and report any changes to the Fiscal Department.

Releases patient information and client records using Harmony system of client files. Reads and evaluates client case notes to determine eligibility of release of records to requesting parties following established HIPAA privacy rules, department confidentiality procedures and state mandated release of information statutes. Confer with management regarding records management needs. Coordinates, organizes, and processes records request procedures, such as opening and closing files, filing correspondence, copying, routing, answering requests for records, mailing, and ensuring proper purging of records and documenting all records that were released.

In addition, billing for services when applicable and creating invoices. Requests medical records from various entities, as needed by staff, such as medical facilities and other providers, to ensure continuity of care. Obtains signed HIPAA compliant Releases to properly request records.

Receives all incoming calls on multi-line phone system. Obtains pertinent information using critical listening skills to facilitate correct transfer of all citizen/client calls, including assessing caller’s level of anger/anxiety/oddness/panic/confusion, using de‑escalation practices, if necessary to transfer to appropriate division/person. Provides information and assistance for clients and customers. Answer moderately complex inquiries for the public. Provides comfort and alleviates client anxiety by answering their questions.

Helps clients in distress by responding to emergencies and locating…