OFFICE ASSISTANT (50075548)

Division:HEALTH AND HOSPITAL CORPORATION

Sub-Division: MCPHD

FLS Status: [[JOB_REQUISITION_CUSTOM27]]

Req ID: 26229

Marion County Public Health Department is an organization that celebrates diversity, and seeks to employ a diverse workforce. We actively encourage all individuals to apply for employment and to seek advancement opportunities. Marion County Public Health Department also provides reasonable accommodations to qualified individuals with disabilities as required by law. For additional questions please contact us at: hrmail@hhcorp.org.

Key Competencies

• Analytical/Assessment Skills
• Policy Development/Program Planning Skills
• Communication Skills
• Cultural Competency Skills
• Community Dimensions of Practice Skills
• Public Health Sciences Skills
• Management
• Leadership and Systems Thinking Skills

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.

Responsibility 3: 20%

• Contact maintenance for all building/equipment work orders and follow up.
• Maintain inventory and keep track of specific office equipment.
• Ability to work with a variety of vendors.
• Aware of the needs and problems in the office so that they can be corrected in a timely manner.
• Seeks resolution to unexpected problems that might require immediate action.
• Monitors and orders necessary supplies and equipment.

Responsibility 4: 5%

• Participate in Meetings, in-services/trainings.
• Attend in-services/seminars to increase job knowledge.
• Attend Professional Office Support Team (POST) meetings and keeps supervisor notified of any pertinent information.
• May be requested to record minutes for meetings.
• Participate in 8 hours of health fairs activities per year.
• Attend mandatory MCPHD,C-BC and H & H meetings, training/seminars, i.e., HIPAA, BPP, Emergency Preparedness, etc.

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.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.