Performs clerical and administrative support for the timely and efficient operation of Employee Health Services.
***Schedule: This position schedule requires flexiblity to meet department needs, but will primarily be Monday through Friday, starting at 7:00am or 7:30am and work until 3:30pm or 4:00pm ***
Job Specific Duties
Ensures quality customer service. Responsible for receiving and processing telephone calls and employee requests. Answers questions regarding departmental operations, policies and procedures, or refers to appropriate person. Follows-up as needed. Take messages and refer calls as appropriate.
Registers and schedules employees in software system. Ensures efficient front desk operations.
Establishes and maintains filing systems for departments' records, including departmental correspondence. Retrieves office mail and responds to department email requests.
Gathers data for general information purposes or special reports, contacting other employees, departments, agencies, and individuals for additional documentation as necessary and prepares reports accordingly.
Prepares letters, reports, spreadsheets, presentations as assigned by leader of Employee Health Services.
Collects and tracks financial and payroll deduction forms and invoices .
Responsible for data entry, data aggregation and tracking of health requirements to ensure compliance. Runs reports for monitoring purposes. Prepares non compliance notification letter and listings with outreach to employee & department leaders.
Completes daily visit reconciliation and daily scanning into EMR.
Maintains department supplies and office products.
Performs messenger services including transportation of laboratory products, clinical supplies, and pharmacy items in an effective manner. Transports specimens to lab.
Troubleshoots the document imaging system for any user and/or system problems and contacts the Information Technology department as needed. Provides support as needed during any of the processing phases of the document imaging system to reduce backlogs.
Assists in collecting urine drug screening and respiratory fit testing as needed.
Minimum Job Requirements
2-4 years of general secretarial or office assistant experience
Advanced proficiency with MS office package -Word, Excel (Pivot tables), PowerPoint, and Outlook
Data entry experience required (gathering, organizing and tracking)
Knowledge, Skills, and Abilities
Must be detailed and quality oriented when issuing statistical reports and performing computer data entry
Associate's degree or equivalent preferred.
Medical office experience preferred.
Proficiency in navigating Electronic Medical Record (EMR) preferred
Knowledge of medical terminology preferred
Ability to communicate effectively in English both verbally and in writing.
Ability to communicate effectively in English both verbally and in writing.
Able to maintain confidentiality of sensitive information.
Possess the ability to represent department/function in a professional, courteous and efficient manner.
Able to handle multiple assignments, set priorities and meet deadlines.
Demonstrate abilities in prioritizing, successfully handling multiple concurrent tasks, strong problem solving skills, attention to detail and working in a team environment.
Ability to work independently and flexibly with minimal supervision.
Ability to relate cooperatively and constructively with customers and co-workers
Must be able to maintain confidentiality of sensitive information.
