Office Specialist Job Description

Office Specialist Job Description

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Office specialist provides oversight of patient and insurance processes for appropriate ICD-10, CPT coding, modifier use, timely data entry and other detailed billing requirements.

Office Specialist Duties & Responsibilities

To write an effective office specialist job description, begin by listing detailed duties, responsibilities and expectations. We have included office specialist job description templates that you can modify and use.

Sample responsibilities for this position include:

Utilizes knowledge and experience of computer software such as Word, Excel, Access, Power Point, Outlook, to complete work assignments in an accurate and timely manner
Use PeopleSoft, internet and Microsoft applications such as Word, Excel and Outlook
Maintain paper and electronic student records, perform data entry, and prepare reports for auditing purposes
Maintains record-keeping systems and key and computer inventories
Cross-train team members in diverse activities, including areas such as Curriculum ChangeMaker, DARS, curricular maintenance and academic structure data entry to assist with variable peak processing demands
Evaluate, certify and process academic transactions, especially for non-routine and complex cases, including data entry, documentation and update/verification of student records
Maintain an excel database of equipment
Enter Relationship status in ORKids (DHS computer information program)
Data entry into agency database (OR-Kids)
Assists in processing patient referrals as required

Office Specialist Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Office Specialist

List any licenses or certifications required by the position: MA, BLS, CPR, NCRMA, NCMA, CMA, CCMA, RMA, AED, WOTC

Education for Office Specialist

Typically a job would require a certain level of education.

Employers hiring for the office specialist job most commonly would prefer for their future employee to have a relevant degree such as Associate and Bachelor's Degree in Office Technology, Education, School of Business, Graduate, Associates, Business, Faculty, Management, Computer, Medical

Skills for Office Specialist

Desired skills for office specialist include:

Computer
Fax machine
Medical terminology
Excel
Microsoft Word
Outlook
CPT & ICD-9 coding
Insurance filing and requirements
Medical terminology and medical insurance payers
Data entry

Desired experience for office specialist includes:

Encounter error report
Dual eligible identification
Performs duties to achieve or exceed established service standards
Sends out records as needed
Contacting brokers or review electronic trade matching to ensure domestic trades (US Dollar Fixed income and Equity) are matched on key trade information
Maintaining specialized departmental databases, systems and related records

Office Specialist Examples

1

Office Specialist Job Description

Job Description Example
Our innovative and growing company is looking for an office specialist. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for office specialist
  • Uses computer to research issues and verify the status of transcript requests via daily use of PeopleSoft, internet, and MS Office applications
  • Coordinating communication with internal and external constituents
  • Serving as a team lead and departmental liaison for various IT projects, including the implementation of an online registration system and student assignment database
  • Coordinating service for office equipment, including computers, printers, fax, copy machine
  • Researching information and gathering information for various matters such as background for special projects, enhancement of databases, decisions on new IT tools, resolving various issues for faculty, staff and/or students, Preparing correspondence and/or memorandums to concerned personnel
  • You are required to act with integrity and skill, care and diligence in carrying out your duties
  • Daily position reconciliation between trading and accounting systems, broker and account mapping
  • Assist with the planning of conferences, meetings and department events under general instruction from supervisor
  • Transcribe and compose letters and correspondence from rough draft or audio recording
  • Reviews, reports, records or other documents for completeness, accuracy and conformity within established procedures
Qualifications for office specialist
  • Serves as a primary reference source for function to assist departments and employees in resolving discrepancies or procedural problems utilizing knowledge of specialized function
  • Maintaining accuracy in scheduling patients to meet with physician and nurse practitioner staff members
  • Providing high levels of customer service to students who contact the health center by phone through the phone queue system
  • Providing medical office support to provider staff members
  • Assisting intermittently with completion of referral documentation to outside providers
  • Participation in Quality Assurance reporting to ensure high levels of customer service provision
2

Office Specialist Job Description

Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of office specialist. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for office specialist
  • Utilizing EMR functions to document all pertinent information
  • Completing registration of patients and students into health record
  • Organizing and prioritizes workload based on acuity
  • Maintaining confidentiality by following all applicable HIPAA regulations
  • Maintaining knowledge of the health care industry, and is a detail oriented team member who demonstrates enthusiasm and has a caring commitment to the patient
  • Initiate purchasing card orders
  • Assist the Office Specialist, Sr
  • Serve as front line contact for students, faculty and staff with registration questions or issues either in person, by telephone or by e-mail
  • Evaluate, certify and process academic transactions, especially for non-routine and complex cases
  • Assist with registration transactions, including transaction/discrepancy research and resolution
Qualifications for office specialist
  • Maintain department procedures and ensure office staff are informed of new or revised procedures
  • Answers telephone and greet visitors giving general information in response to inquiries
  • Maintains a professional Front Office
  • Complies, creates and distributes the School of Art eBlast
  • Maintains communications for the School of Art, such as Facebook, Instagram, Twitter, and website
  • Complies syllabi and office hours from the faculty
3

Office Specialist Job Description

Job Description Example
Our company is looking to fill the role of office specialist. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for office specialist
  • Supervises and trains student employees for front desk support
  • Monitors equipment check-out
  • Delivers verbal and written messages
  • Sorts and distributes incoming mail and packages
  • Delivers items to other offices or locations
  • Provides information and tours about programs and events
  • Reviews and approves student course overrides
  • Provides administrative support to BOM
  • Updates related policy/procedure manuals
  • Operates office equipment such as copiers and other equipment found in work unit
Qualifications for office specialist
  • Monitors office inventory and orders supplies and equipment as needed
  • Attends and participates in staff meetings, professional development seminars and other school support related meetings
  • Adheres to timelines and deadlines
  • Updates and maintains ISAAC database for students, faculty, and staff
  • Coordinates activities of subordinates
  • Reviews reports and printouts to identify and trace source of error and make necessary corrections
4

Office Specialist Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of office specialist. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for office specialist
  • Performs processing of all undergraduate and graduate applications and application setup through Graduate Admission Services and supplemental application system
  • Oversees written and verbal correspondence with applicants and prospective students and families
  • Develops and schedules entrance auditions and interviews
  • Trains and oversees student workers
  • Assists with maintenance of office manual that includes performance expectations, operational policies and procedures, and best practices for customer service and general correspondence with external constituents
  • Coordinates visits and tours in the School of Music from campus departments and prospective students and families, including meetings with faculty and class observations
  • Demonstrates knowledge of admissions policies and procedures and the ability to effectively interpret and communicate policies to internal and external constituents
  • Identifies operational needs and implement changes to improve processes and procedures
  • Prepares, analyzes and interprets admissions and enrollment data to determine areas of improvement
  • Maintain accurate student records, including incomplete grade requests and independent study agreements, and administer academic holds where appropriate
Qualifications for office specialist
  • Schedules, coordinates and administers master’s comprehensive exams to over 60 students annually
  • Represents the School of Music in Grad Support Staff to maintain up-to-date and accurate knowledge of Graduate Education policies and procedures
  • Coordinates School of Music logistics for Fall Welcome Week to ensure a positive experience for new students
  • Performs tasks related to admissions, academic affairs and communications as assigned, including tracking attendance at School of Music Showcase Recitals
  • Under general supervision, plans, organizes and coordinates activities, functions and programs in accordance with priorities, time limitations, funding limitations or other specifications
  • Collaborates with all CHN leadership on CHN goals and strategies.*
5

Office Specialist Job Description

Job Description Example
Our company is looking to fill the role of office specialist. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for office specialist
  • Works collaboratively with office specialists and other administrative support positions across the college
  • Provide calendaring and meeting scheduling for Senior Associate Dean
  • Completes office supply orders, reconciles p-card, manages travel in Concur, orders business cards, and provides basic office functions such as maintenance of copier
  • Manages key orders, ISAAC requests, and deliveries
  • Provide general information and convey university policies and procedures to faculty, staff and students
  • Act as liaison with provost, departments and colleges
  • Use of Microsoft Office applications, PeopleSoft, Kenexa-BrassRing and other internal database systems
  • Receives and processes applications for Arizona Classroom Teacher Proficiency Spanish Exam (ACTPSE) for fall and spring semester
  • Responsible for promotion and tenure academic personnel actions (receiving and assembling documents in accordance with CLAS, Provost and ADA guidelines)
  • Responsible for academic probationary reviews (3rd year reviews), multi-year Lecturer renewals, fixed term promotions & multi-year appointments and annual performance review for faculty
Qualifications for office specialist
  • Consistent and ongoing review of survey instruments that may be leveraged by the network, to include multiple media and electronic platforms.*
  • Measures and report patient satisfaction with the CHN network of hospitals and providers patient awareness of CHN.*
  • Network Partner Alignment – identify key partners and strategies to engage patients with the CHN network through partnerships with internal and external vendors.*
  • Working in a team environment independently with little supervision
  • Responsible for sabbatical leave of tenure-track personnel
  • Assist with advising appointments, customer service, mail delivery, scheduling of meeting rooms, facilities maintenance requests and other duties assigned

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