Clinic Assistant I

POSITION SUMMARY

This position is responsible for collecting samples such as urine, hair follicle, breath alcohol, and oral fluid in a professional and confidential manner. The Clinic Assistant I will facilitate the collection, processing, handling, and shipping of all samples. The Clinic Assistant I will be required to conduct observed and/or supervised specimen collections and ensuring compliance with federal and state regulations, maintaining accurate records and providing exceptional service to clients.

ESSENTIAL FUNCTIONS

RESPONSIBILITIES

• Conduct urine, breath, oral fluid, hair, and saliva collections according to established protocols, ensuring specimen integrity and security
• Perform observed or supervised collections when required, following all federal, state, and client-specific regulations
• Maintain accurate and complete documentation, including chain-of-custody forms, donor information, and testing records
• Provide clear, professional instructions to donors regarding the testing process and respond to questions or concerns with empathy and composure
• Uphold strict confidentiality and privacy standards for all donor and client information
• Ensure compliance with DOT regulations and all applicable testing procedures and internal policies
• Monitor, maintain, and troubleshoot testing equipment and supplies to ensure they remain operational and well-stocked
• Prepare, package, and ship specimens to laboratories in accordance with required procedures
• Communicate relevant information and results to appropriate personnel in a timely and confidential manner
• Foster a positive, respectful, and supportive environment for donors and clients
• Contribute to a collaborative team atmosphere and support clinic operations as needed
• Perform other duties as assigned by leadership

REQUIRED QUALIFICATIONS AND SKILLS

• Educations & Experience:

• High School Diploma or equivalent required.

• Minimum of 1 year of experience in a medical or customer service environment preferred.

• Computer Skills:

• Proficient with basic computer applications including Microsoft Office Suite and Adobe Acrobat/PDF tools.

• Ability to learn and work within electronic reporting systems, scheduling software, and testing platforms.

• Other:

• Broad understanding of strategic planning and production outcome

• Soft Skills Required:

• Communication: Communicates clearly, effectively, and professionally when providing instructions, addressing donor questions, and interacting with clients and team members

• Organization & Time Management: Prioritizes tasks effectively, manages workflow efficiently during high-volume periods, and maintains orderly processes to support smooth clinic operations

• Attention to Detail: Ensures accuracy in documentation, chain‑of‑custody procedures, specimen handling, and compliance with federal, state, and client-specific regulations

• Confidentiality & Discretion: Demonstrates sound judgment in handling sensitive information and maintains strict confidentiality in all donor and client interactions

• Customer Service & Relational Skills: Builds trust and rapport with donors, staff, and clients; fosters a collaborative team environment; and provides respectful, supportive, and empathetic service

• Adaptability & Flexibility: Adjusts effectively to shifting schedules, testing volumes, onsite environments, and unexpected situations while maintaining professionalism

• Problem-Solving & Critical Thinking: Identifies issues quickly and determines appropriate solutions in alignment with protocols, especially during unusual testing scenarios or equipment challenges

• Calm Under Pressure: Maintains composure and professionalism during stressful situations, high-volume periods, and emotionally charged donor interactions

• Conflict De‑escalation: Uses tact, patience, and communication skills to diffuse difficult situations and maintain a positive testing environment

• Integrity & Professional Judgment: Upholds fairness, neutrality, and ethical standards in all interactions and specimen handling processes

• Low Ego: Open to feedback, willing to learn, and able to acknowledge and correct mistakes

• Self‑Confidence: Demonstrates confidence when making decisions, interpreting policies, and executing testing procedures

• Team Collaboration: Works cohesively with internal staff, onsite teams, and leadership to support efficient and effective clinic and onsite operations

• Presentation Skills: Able to effectively present information in group settings, client meetings, or training environments when necessary

• Work Environment:

• Maintain confidentiality in accordance with government, organization, and department policies

• Must maintain reliable attendance and punctuality

• Utilization of standard office equipment such as computers, phones, various software platforms, and other technology

• Ability to sit or stand for extended periods, depending on testing location

• This job operated primarily in a clerical setting in Tulsa, Oklahoma

• Ability to travel up to 10% as needed

COMPANY CORE VALUES

• Collaborate: Do great things together!
• Innovate: Champion new ideas and embrace change!
• Serve: Serve each other, our clients and community!
• Celebrate: Work hard, play hard!

The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate. EOE