Administrative Assistant III

Description

Teller County's Department of Public Health & Environment in Divide, CO is seeking an experienced Administrative Assistant III to maintain the daily office organization including clerical functions, reception, client record assistance and maintenance, scheduling, computer data entry and referral of callers to the proper office/person. This position also reviews a variety of legal documents for validity, authenticity, verification, and completeness of information to issue certified vital records. 

What You'll Do: 

1) Perform clerical functions including office reception, filing, answering multi-line phones, scheduling, composing/handling correspondence, preparing and maintaining client charts and files, and requesting medical records from other offices. Collect and record fees for all client charges. Verify client insurance eligibility and assist with billing. 

(2)  Assist health clinic clients with check-in paperwork; direct clinic flow; support environmental health programs (RFE’s and OWTS) workflows and fees for service; provide office and equipment organization; and ensure general office neatness. Gather and enter clinic and program data and maintain program ticker for appointment reminders and appointment confirmation.

(3) Vital Statistics duties include determining eligibility for receiving certified records, making changes to records, resolving discrepancies in information, coordinating with various government agencies such as courts, law enforcement, hospitals, funeral homes, physicians, the public and others, ensuring compliance with laws, rules, regulations, policies and procedures.

(4) Assist in collection and recording of fees for all client charges; assist with deposit to bank.

(5)  Order and maintain inventories of office and clinic supplies.

(6)  Assist the immunization coordinator with the receipt and storage of vaccine, daily temp logs for vaccine storage units and data 

entry for Colorado Immunization and Information System training under the guidance of the immunization coordinator. 

(7) Serve as support to and back-up to Administrative Assistant IV position assisting with grants, finances and departments budget.

(8) Assist with community education regarding prevention health programs and services, media articles, bulletin board displays, marquees, pamphlet distribution, and promotional displays.

(9) Provide Emergency Preparedness support as needed.

Requirements

What You'll Bring:

Education/Experience: 

• High school diploma or equivalent; 
• Three (3) years of experience in an office setting involving public contact; 
• Any acceptable combination of education, training and experience that provides the listed knowledge, skills and abilities may be substituted. Preferred experience with medical billing and management of vital statistics, birth and death records.  

You Also Have These Knowledge, Skills & Abilities:

Knowledge of: principles and processes for providing professional customer service, including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction; computers, various office equipment and proficiency in using relevant software and databases; HIPAA compliance. 

Skilled in: use of basic computer software programs; using tact, discretion, initiative and independent judgment within established guidelines; maintaining confidentiality; organizing work, setting priorities, meeting critical deadlines and following up on assignments; applying logical thinking to solve problems or accomplish tasks; understanding, interpreting and communicating complicated policies, procedures and protocols; working in a deadline driven environment; initiating and responding to medium volume of daily calls/contact; interacting with all levels of internal and external professionals while developing strong productive relationships; organization and time management.

Ability to: communicate effectively in writing and verbally; establish and maintain effective and professional working relationships with co-workers, other county departments, representatives of other agencies and organizations, and the public; maintain and manage a filing system; accuracy in cash handling and transaction management; maintain a high level of security and confidentiality; record data accurately; learn mandated requirements and procedures for issuing and registering official legal documents. 

Additional Details About the Role:

Visual Acuity/Hearing/Speaking: Must be able to write and read; able to hear, see and speak. 

Physical E