Health Annex - Administrative Assistant - HIV/STD

ADMINISTRATIVE ASSISTANT – HIV/STD PREVENTION

Department: Health - HIV/STD Prevention FLSA Status: Non-exempt

Classification/Level: Office B3 Date Last Reviewed: 08/22

Under the direction of the Clinical Services and Case Management Director, the Administrative Assistant supports the administrative, clerical and reception needs of the HIV/STD 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/files/processes/forwards them as directed.
• Responsible for maintaining timely state database task list with current documentation

Responsible for answering the phones for the division. Provides excellent customer services and answers questions from the public and community healthcare providers regarding HIV/STD 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 nonjudgmental 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/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 an 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 camera/speaker.
• Sound, working knowledge of basic HIV/STD 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 Relationships

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 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

HIV/STD Prevention Division Director

Hours

8:00 am – 4:30 pm; overtime as required

Eeo Category

0806

Workers’s Comp Code

8810

Please complete the application accurately and thoroughly. A resume is optional. …