ADMINISTRATIVE ASSISTANT - HIVSTD PREVENTION
Department Health - HIVSTD Prevention FLSA Status: Non-exempt Classification: Level Office B3 Date Last Reviewed: 08/22
Under the direction of the HIVSTD Prevention Division Director, the Administrative Assistant supports the administrative, clerical, and reception needs of the HIVSTD Prevention division, providing excellent customer service to the clients of the public health clinics, external medical partners, and field services clients. This position is covered as defined by The Board of Commissioners of the County of Allen Employee Handbook.
ESSENTIAL FUNCTIONS
• Responsible for accurate data entry into a number of local and state disease-related databases. • Scans and indexes information and records into Electronic Medical Record (EMR) and tracks data separately by creating and maintaining various spreadsheets as directed. • Responsible for checking various databases for daily laboratory results and prints, processes, and forwards them as directed. • Responsible for maintaining timely state database task list with current documentation. • Responsible for answering the phones for the division, providing excellent customer services, and answering questions from the public and community healthcare providers regarding HIVSTD investigation processes, laws, and general prevention information. • Forwards calls to Disease Intervention Specialists supervisor or other staff as appropriate. • Assists with patient medical referrals as needed and obtains medical records from clinics and hospitals as needed. • Maintains confidentiality and is non-judgmental when interacting with patients and medical practitioners. • Contacts community care providers to verify needed treatments and or laboratory results. • Accurately documents this information in the appropriate data system in real-time for each patient. • Assists with mailing letters and educational materials to clients and medical providers. • Assists with various special outreach testing and educational events as requested, which may result in reporting to work at other off-site locations. • Responsible for performing general office duties, including faxing, scanning, copying, filing, stapling, collating, compiling information or documents, accurate documentation, and verification. • Performs all other duties as assigned, including overtime as required.
REQUIREMENTS
• High School Diploma or GED required. • Experience in clerical duties and customer service preferred. • Strong computer skills with the ability to use Microsoft Office and other job-related software, including a multitude of local and state databases and electronic medical records (EMRs). • Strong customer service skills with the ability to relay sensitive and confidential information. • Data entry with strong accuracy skills and experience preferred. • Strong verbal and written communication skills required. • Familiarity with medical terminology preferred. • Strong time management skills needed to meet all required deadlines. • Ability to use various office equipment, including but not limited to computer, multi-line phone, printer, scanner, copier, fax, cash register, calculator, ID, credit card reader, shredder, and monitor-mounted cameraspeaker. • Sound working knowledge of basic HIVSTD information upon employment.
DIFFICULTY OF WORK
The Administrative Assistant has the understanding of rules and regulations regarding database entries. Work consists of relatively standardized processes when providing excellent customer service to clients of the public health clinics.
RESPONSIBILITY
The Administrative Assistant performs a variety of relatively standardized assignments when answering questions regarding clinic operations and fees. Errors in work are readily detected. Work requires some analysis and judgment when releasing medical records to clients. Work is reviewed upon completion.
PERSONAL WORK RELATIONSHIP
The Administrative Assistant maintains frequent contact with other County employees, outside vendors for client services, community healthcare providers, and clients of the public health clinics.
WORKING CONDITIONS
The Administrative Assistant works in a standard clinical office setting with the ability to move around freely, with frequent sitting, some lifting up to twenty pounds, some bending, pushing, and/or pulling loads, reaching over head, kneeling, and climbing ladders, with some exposure to dangerous equipment and noxious odors, fumes. Typing, attention to detail, and transcription proofreading are also required.
SUPERVISION
None
LICENSING
Valid National Incident Management System (NIMS) and Incident Command System (ICS) certification upon employment as required for all public health staff for disaster response.
IMMEDIATE SUPERVISOR
HIVSTD Prevention Division Director
HOURS
8:00 am - 4:30 pm, overtime as required
EEO CATEGORY
0806
WORKERS COMP CODE
8810
Please complete the application accurately and thoroughly. A resume is optional. Remember to save and submit your application. If applying for multiple positions, submit a separate application for each one. You will receive an email confirmation once your application is received. Due to the high volume of applications, further communication will only occur if you are selected for an interview.
We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability, or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.