OFFICE ASSISTANT (50075548)

Job Role Summary

This position is responsible for performing secretarial and quasi-administrative tasks supportive to the activities of the assigned District Health Office. This position is responsible for performing clerical and clinic duties as a member of the health care team that provides services to individuals, families and various community agencies throughout Marion County. Cross training for other assignments may occur as job related activities dictate. There may be some traveling to other sites in Marion County.

Essential Duties

Responsibility 1:  50%

• Responsible for secretarial and quasi-administrative duties associated with preparation and processing of forms relative to personnel actions, i.e., employee transfers, resignations, and retirements, etc. Responsible for clerical duties associated with other office functions, i.e., front desk duties.
• Responsible for financial duties related to fee collection and data entry into Insight. (district health offices, i.e., Fee Collection Daily Summary sheets, etc.).
• Assists with data entry.
• Assists with processing records.
• Responsible for good customer service.
• Orients new staff to front desk responsibilities, as requested
• Greets visitors, answers the phone and accurately takes and forwards messages.
• Stays current on software and computer updates.
• Responsible for staff training on professional business correspondence.
• Prepares Continuing Education/Travel requests.
• Monitors validity of auto insurance.

Responsibility 2: 25%

• Process mileage claims. 
• Notify staff of deadlines and submission requirements for mileage claims.
• Accurately process mileage claims.
• Orient staff to the mileage process, as requested.
• May work with other DHOs to complete mileage claims.

Associated Job Duties

• Other duties as assigned.
• Employee will protect and maintain confidentiality of each client’s and each employee’s medical and personal information that may be obtained in the course of job related provision of care or employment.
• Employee may need to remove confidential information from work place setting to transport to another designated setting or to make a home visit. If the information is removed, it must be protected and secured.
• Employee must complete National Incident Management System (NIMS) training 100 and 700.        
• In the event of a public health emergency, employee must be available to work on week-ends or a schedule that would differ from normal assigned workday.

Qualifications

• High School Diploma or GED.
• 1 to 3 years of previous work experience.
• Computer skills including typing skills of a minimum of 30 words per minute.
• Minimum of an equivalent of an Associate Degree or an Associate Degree in a Business Related Field.

Licenses/Certifications Required

• Valid Indiana Driver’s license.

Knowledge, Skills & Abilities

• Must be attentive to detail.
• Must have skills in effective interpersonal communication in a multicultural setting.
• Must have good problem solving skills.
• Ability to work efficiently and accurately with minimal supervision.
• Must be able to work efficiently under pressure.
• Must be flexible in working with a variety of community partners.
• Must be able to organize work assignments and be self-motivated to function independently.
• Must be able to exercise good judgment.
• Requires knowledge of communities and organizations may come in contact.
• Work collaboratively with a broad range of people.
• Interact tactfully and diplomatically with colleagues, personnel and the public.
• Maintain confidentiality of information according to HIPAA.
• Assist with clinic duties, as needed.
• Apply ethical principles and use information technology in accessing, collecting and maintaining data and information.
• Apply strategies for continuous quality improvement.
• Facilitate communication among individuals, groups and organizations.
• Adhere to organizational policies and procedures.
• Operate programs within budget.
• Participate in professional development opportunities and describe ways to improve individual and program performance.

Working Environment

• Requires access to own vehicle and current automobile insurance.
• Unconfined sitting, working at a computer; attending meetings; standing and walking; steady use of hands – data entry; limited lifting and carrying.