Job Title: Administrative Support I
Job Status: Part-time (up to 28 hours)
Bilingual Arabic preferred
Job Summary: Under direct supervision, the Administrative Support I uses basic skills obtained through experience and training to provide clerical support to an assigned functional area.
Essential Duties and Responsibilities:
- Answer phones, screen incoming calls, gather routine information and direct callers to appropriate destination
- Take and deliver messages as needed
- Schedule appointments and admissions for clients and set up client reminders as needed
- Answer questions and concerns, collect information and documentation, provide information on program requirements and schedule patient/clients
- Distribute documentation to appropriate destination
- Provide a welcoming, informative presence at assigned workstation
- Be cognizant of surroundings and notify a supervisor of suspicious/threatening behavior
- Account for the safety and security of the building
- Greet visitors, determine service need and direct to appropriate area/individual
- Type, copy, file and fax documents as needed
- Prepare and sort mail
- Order supplies as needed
- Maintain agency confidentiality and clients’ privacy
- May be responsible for scheduling and maintaining appointment calendars for sessions, individuals or groups
- May enter routine data into database software.
- May prepare client/patient forms and files (hardcopy and/or electronically)
- May assist in gathering data for regular reporting based on assigned functional area
- May perform standardized testing according to established guidelines and procedures including performing hemoglobin testing, obtaining weight and measurements and documenting results based on assigned functional area
- Operate standard office equipment and use required software applications
- Perform other duties and responsibilities as assigned
Knowledge, Skills and Abilities:
Knowledge of:
- Basic concepts, principles and practices of office administration
- Billing systems, co-pays, deductibles and insurance verifications as well as referrals and prior authorizations based on assigned functional area
- Basic medical terminology based on assigned functional area
- OSHA standards and universal precautions based on assigned functional area
Skill in:
- Operating standard office equipment and using required software applications for program area and other applications, including Microsoft Office
- Operating electronic medical record software based on assigned functional area
- Operating database software based on assigned functional area
- Operating MI WIC database based on assigned functional area
Ability to:
- Communicate effectively, both orally and in writing.
- Organize and prioritize multiple tasks and meet deadlines
- Provide a high level of customer service to both internal and external contacts
- Work independently as well as collaboratively within a team environment
- Maintain confidentiality of agency and client information
- For the Medical clinic – ability to use medical terminology
Educational/Previous Experience Requirements:
- Minimum Degree Required:
- High school diploma or GED equivalent
~and~
- At least 6 months previous admin/clerical experience or 1 year preferred or any equivalent combination of experience, education and/or training approved by Human Resources
Licenses/Certifications:
- Licenses/Certifications Required at Date of Hire: None
Working Conditions:
Hours: Normal business hours, some additional hours may be required
Travel Required: None generally required
Working Environment: Climate controlled office
