Administrative Assistant

MIDLAND COMMUNITY HEALTHCARE SERVICES, INC.

Midland, Texas

JOB DESCRIPTION

JOB TITLE:                                       ADMINISTRATIVE ASSISTANT

DEPARTMENT:                                PATIENT ASSISTANCE

REPORTS TO:                                   PATIENT ASSISTANCE MANAGER

OES CODE:                                        43- 9199

FLSA EXEMPTIONS STATUS:        NON-EXEMPT

JOB SUMMARY:

Performs a variety of administrative and staff support duties for MCHS Administrative Department which require a range of skills and knowledge of organizational policies and procedures. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Coordinates and performs a range of staff and/or operational support activities for the Patient Assistance office.
2. Provides administrative/secretarial support for Patient Assistance such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries.
3. Operates personal computer to compose and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
4. Schedules and coordinates meetings, events, appointments and other similar activities.
5. Assists management and staff in problem solving, project planning, and development and execution of stated goals and objectives.
6. Establishes, maintains, and updates files, databases, records, and/or other documents.
7. Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries.
8. Requisitions supplies, printing, maintenance, and other services.
9. Necessary administrative errands, i.e.; bank; post-office; food pick-up for various MCHS meetings.
10. Compile, record, and evaluate personal data in order to verify completeness and accuracy, and determine eligibility status.
11. Screen and assist in the preparation of applicant forms for internal and external program benefits and keep track of eligibility files, mail recertification reminders and denial letters.
12. Review records for completeness, accuracy, and compliance with regulations.
13. Assist patients by making the appropriate medical, dental, or mental health appointments needed.
14. Answers initial program assistance questions.
15. Participate in cross-training opportunities in order to help the organization operate as a whole.
16. Performs other duties as assigned by the Patient Assistance Manager.

SUPERVISORY RESPONSIBILITIES:

• No Supervisory Responsibilities are included in this position.

CRITICAL SKILLS AND ABILITIES:

• Customer Service Oriented.
• Oral Comprehension, Expression, Recognition, and Clarity.
• Written Comprehension and Expression.
• Computer & Technology Skills - The ability to navigate and utilize Microsoft Office, and the ability to learn to navigate and utilize proprietary medical software packages.
• Time Management – The ability to prioritize tasks in order to best serve the patient and the flow of the clinic.
• Cultural Competency – the ability to deal with people of various cultures and social status, as well as outside entities

QUALIFICATION REQUIREMENTS:

• • Education and/or experience:
    • High school diploma or GED; at least 1 year of experience that is directly related to the duties and responsibilities specified.
    • Organizing and coordinating skills.
    • Ability to make administrative/procedural decisions and judgments.
    • Database management skills.
    • Knowledge of supplies, equipment, and/or services ordering and inventory control.
    • Receptionist skills.
    • Ability to create, compose, and edit written materials.
    • Ability to maintain calendars and schedule appointments.
    • Ability to record and transcribe meeting minutes.
    • Records maintenance skills.
    • Word processing and/or data entry skills.
    • Ability to gather data, compile information, and prepare reports.
    • Ability to communicate effectively, both orally and in writing.
    • Ability to analyze and solve problems.

LANGUAGE SKILLS:

• Ability to read, write English. Spanish as a second language preferred.

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job duties.
• While performing the duties of this job, the individual is regularly required to stand, walk, sit and to operate equipment, tools or controls, and reach with hands and arms.
• The individual is regularly required to talk and hear while performing job duties.

            Ability to lift a minimum of 25 pounds, or more, independently as necessary

• Vision abilities are required to assess, complete, and interpret statistical data.

PERSONAL CONTACTS/INTERPERSONAL SKILLS/GUEST RELATIONS

Contacts are with patients, families, co-workers, visitors, physicians, supervisors, administrative staff, and other MCHS personnel and members of the community.

WORK ENVIRONMENT/JOB CONDITIONS

BBP Class III:  This position does not include any exposure-prone duties. These employees will still receive basic personal protective equipment training, basic bloodborne pathogen standard training, and safety precautions. Employees in this class are still to be offered vaccinations provided by Midland Community Healthcare Services if wanted.

Physical Demand:  Ability to interact with patients and operate office equipment for patient services.  Employees will need the ability to lift a minimum of 25 lbs, or more, independently as necessary.  Vision abilities are required to read and verify patient information, to read information on medical records, and the read information on computer systems.  Ability to pull, push, lift, and manipulate equipment and files. The ability to move freely about the front office and medical record areas in order to perform the job duties is required.  In compliance with EEOC 29 CFR part 1630, reasonable accommodations will be made for those employees with disabilities in order to assist them in performing the job duties and demands, provided it does not constitute undue hardship upon MCHS.

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Employee                                                                                       Date