Job Description
Job Description
Essential duties and responsibilities of this position are described below and are subject to change by management, as may be necessitated by changes in business needs contract requirements, accommodation requests, or other reasons.
Position Overview
Performs broad range of administrative functions to support the operations of a health care unit and employees within a correctional setting.
Education/Credentials/Experience
- High school diploma or equivalent; additional computer training or certification preferred
- At least one year of proven office administration experience required, correctional and/or health care environment preferred
- Proficiency with Microsoft Office and Excel; experience using office equipment, such as copiers, fax machine, scanner
- Proven communication skills and experience working closely with management
- Strong organizational skills and ability to multitask required
- Completes initial and annual tuberculin screening and tuberculosis skin testing when applicable
- May be required to maintain active CPR certification, as mandated by contract or client
Essential Duties/Responsibilities
- Perform administrative duties that may include, but not limited to, ad hoc reports, payroll, personnel HR processing, maintaining local personnel, credentialing, health & safety and training files, etc. in accordance with Company policies.
- Compose and distribute meeting minutes and assist facility management with ad hoc reports
- Ensure payroll hours for facility are entered appropriately using timekeeping system and following all company policies and procedures regarding payroll, if applicable. Follow up with employees who may have timekeeping exceptions. Meet expected deadlines.
- May support facility administration in Workers Compensation data collection and submission of claims
- Open, read, and distribute incoming mail
- Facilitate communication between sites, clinical and operational leadership, and Regional/Corporate office as instructed.
- Maintain office supply inventory and order as needed
- Support medical supply ordering as requested, if applicable
- Answer phones and handle and direct inquiries, in a professional, courteous, and efficient manner
- Set up and maintain paper and electronic filing systems for records, correspondence, and other material to ensure efficient retrieval
- Update telephone directory and prepare and submit personnel changes, as needed
- Maintain professional acumen in all interactions with fellow employees and the client
- Follow designated chain of command for resolution of issues
- Attend all staff meetings and in-service education programs, as required
- Maintains strict confidentiality regarding any employee data that may be accessible or needed in order to fulfill the duties of the position. This may include, workers compensation info, health-related info, pay or performance related information.
- Ensure compliance with all facility and Company policies, Federal and State laws, regulations, and guidelines including HIPAA
- Understand and adhere to safety and security rules and regulations of the institution
- Other duties as assigned
Position Core Competencies
- Problem Solving: Acts collaboratively in resolving problems. Ability to present solutions rather than just identifying problems. Can acknowledge when one does not know something and is willing to take personal responsibility for finding a solution.
- Team Building: Works well with others and helps build a cohesive working environment. Helps others learn and shares knowledge. Respects diversity of the workplace and individuals' unique characteristics.
- Communication: Able to appropriately express opinions in written and verbal form. Clear and articulate when speaking with an individual or group and uses audience-appropriate language. Listens to others.
- Effective Time Management: Organizes and prioritizes work by devoting adequate time and attention to individual tasks. Effectively plans meetings/keep appointments and multitask effectively.
- Attention to Detail: Able to provide accurate and consistent work on a timely basis. Documents important details to ensure miscommunications are minimized.
- Accountability: Follows through on commitments and agreements. Demonstrates dependability. Takes responsibility for mistakes and missed deadlines. Communicates about progress on commitments.
- Stress Tolerance: Must be able to effectively handle stressful or adverse situations and work effectively under difficult conditions. Ability to remain calm while handling volatile, threatening, or emergency situations. Remains focused in spite of distractions and interruptions
Physical Demands/Working Conditions
- Must be able to sit/work at a computer desk, using mouse and viewing, for potentially long periods of time; repetitive physical activity such as data entry and repetitive mental activity such as checking entries in a report, etc.
- Physical activity may include walking, climbing, standing, sitting, bending, stooping, and carrying; repetitive physical activity such as key/data entry; repetitive mental activity such as checking entries in a report, etc.
- Ability to lift, carry, or push weight up to 20 pounds
- May be required to work throughout a large facility, grouping of facilities, or travel between multiple facilities
- Potential exposure to internal and external hazardous materials, including but not limited to: blood and blood-borne pathogens, infectious/communicable diseases, noise, and physical injury from offenders
This job description in no way states or implies that these are the only duties to be performed by the employee(s) occupying this position. Employee(s) may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws.
Must be able to pass background investigation and obtain agency security clearance where applicable