Office Associate - Harvey County
Newton, KS
Minimum starting rate: $17.46/hour
Employment type: Full-time
Summary: Under the direct supervision of the Assistant Director/Director of Nursing, this non-exempt position is responsible for making appointments with customers, greeting customers, preparing and tracking charts, receipting payments and providing clerical support to all staff.Essential Duties and Responsibilities include the following. Other duties may be assigned.
- Operate office machines, such as photocopiers and scanners, and personal computers.
- Answer telephones, direct calls, and take messages.
- Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, and address questions.
- Compute, record, and proofread data, records, descriptions, and other information, for records or reports.
- Type, format, proofread, and edit correspondence and other documents.
- May count and handle money, receipt money from customers, balance cash in drawers, deposit funds in vault, balance funds, accounts and books.
- Maintain and update filing, mailing, database systems, records, either manually or using a computer related to update records and changes.
- Perform other duties such as data entry, refunds, daily deposits, mailings, filing, typing, correspondence, preparing bulk mail, records management and scanning.
- Respond to routine inquires from telephone callers and visitors. Direct information to other departments if necessary, and review documents for accuracy, completeness, and proper signatures.
- Use software to enter and produce correspondence, reports, tables, and financial schedules.
- Maintain patient confidentiality at all times.
- Prepare, track and route client charts to the program staff for clinic operation.
- Calculate income eligibility.
- Handle cash and credit card transactions.
- Complete copy work as needed.
- Schedule appointments.
- Coordinate and provide clerical support to check pick-up activity and nutrition education.
- Provide breastfeeding promotion and support to WIC/Maternal and Infant clients.
- Provide surge capacity to Public Health Emergency and Epidemiology for investigative work and community containment in a public health emergency or severe outbreak.
- Require training and knowledge of Medical Records Policies, provide maintenance of medical records.
- Responsible for maintaining medical records room and maintain client records according to the Department Chart order.
- Provide report and data entry on patients, clinics, vaccines, WIC, programs, and more.
- Provide Spanish translation for professionals, customers, and written materials, if qualified.
Competencies:
Customer Focus and Public Relations - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets
commitments.
Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
Safety - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings. Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Able to read and effectively interpret information.
Accountability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Required Education and/or Experience:
High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.
Preferred Education and/or Experience:
High school diploma or general education degree (GED); and one year related experience and/or training; or equivalent combination of education and experience. Training in medical records preferred. Fluent in Spanish preferred.
Language Skills:
Ability to read and interpret documents such as instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of vendors or employees of organization.
Mathematical Skills:
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute percent.
Reasoning Ability:
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
Technical:
Abides by the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and update of 2013 including the confidentiality agreement.
Computer Skills:
Must possess strong computer skills that at a minimum include Microsoft Office Suite products including Word and Excel.
Certificates, Licenses, Registrations:
Maintain current CPR certification
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities
to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; climb stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, and ability to adjust focus.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The noise level in the work environment is usually moderate.
Applications are available in the Administration Office of the
Harvey County Courthouse, 800 N. Main St., Newton, KS, or you can apply
online on this posting.