Admin. Assistant (Medical Office) - Monroe Campus

Job Summary

The Administrative Assistant Medical Office supports the health care team in the coordination and provision of health care to youth. This position coordinates administrative office services such as general operational activities, meeting management, written correspondence, and problem resolution exercising independent judgement. This role will be based on our Monroe Campus in Rochester, NY.

This is a Part-Time (20 hours) position, on day shift, with no weekends or holidays.

Essential Job Functions

- Provide administrative and clerical support for a residential health office.
- Facilitate health office operations which may include greeting visitors, coordinating schedules, and ensuring quality communications flow and interaction with other agency departments (e.g. Purchasing, Marketing, Facilities, Technology, HR, Payroll, and etc.).
- Maintain a clean, orderly, efficient work area.
- Collaborate and communicate effectively with Nursing staff, Psychiatric and Medical Care Providers, and external vendors.
- Support the operations of the Health Care Services Department by scheduling meetings using various platforms (e.g. Zoom, Teams, WebEx, etc.) and manage meeting invitations and attendance.
- Provide support to ensure youth receive needed dental and medical care.
- Create, revise, and produce various documents including memos, letters, agendas, meeting minutes.
- Assist with the preparation of correspondence, reports, manuals, presentations and data, as required.
- Identify and resolve customer service issues and follow through on issues to resolution.
- Maintain general knowledge about the clinical services and activities of the residential health office.
- Respond to basic client requests for information and answer questions; determine when issues need escalation in accordance with agency protocol.
- Interact professionally with internal customers (e.g. staff, youth, and families) and external contacts (e.g. vendors, regulators, visitors), and use professionalism, tact, and cultural sensitivity.
- Maintain updated standard procedures for the responsibilities for the position, including but not limited to ordering supplies, maintaining files and materials in an orderly fashion, etc.
- Manage confidential information, presentations and/or reports.
- Handle incoming and outgoing mail.
- Accept deliveries made to health office and distribute packages to the proper location.
- Accurately scan medical documents into the electronic medical record in a timely manner.
- Arrange dental referral appointments as needed, including scheduling, completing required forms for follow-up with community-based providers.
- Facilitate the exchange of health information and documentation of medical and dental care received by the youth in the community providers.
- Maintain and update the medical alert listing with pertinent allergy, activity restrictions and quarantine status.
- Maintain unsigned notes services and notify appropriate staff and Nurse Manager.
- Organize weekly lab requisitions; notify units to schedule youth for lab work with onsite phlebotomists.
- Understand and adhere to all federal, state, and local statutes, regulatory agency standards and Hillside policies including but not limited to all federal, state, and local statutes, regulatory agency standards, and Hillside policies, including but not limited to, Office of Mental Health (OMH), Office of Child and Family Services (OCFS), Council on Accreditation (COA) and New York State Education Department (NYSED).
- While this job description covers many aspects of the role, employees may be required to perform other duties as assigned.

Education & Experience

- High School diploma or GED required.
- Minimum 2 years prior related experience required.

SPECIAL REQUIREMENTS

- Unrestricted, valid NYS driver’s license for minimum of 1 year with a clean driving record and minimum insurance coverage that meets agency standards.
- CPR and First Aid training within 60 days of hire and recertification annually.

Knowledge, Skills & Abilities

In addition to demonstrating the Hillside Professional Competencies of Communicates Effectively, Personal Excellence, Cultural Competence, Builds and Leverages Relationships, and Optimizes Decision Making, the following occupational competencies must be demonstrated:

- Basic to intermediate skills to effectively use office automation, email, computer-based applications and office equipment to efficiently meet job requirements, including data entry and maintenance of databases such as MS Word, Excel, Outlook email, calendar functions and basic EMR functions. This includes virtual platforms (examples: Zoom/Telecare, Teams and WebEx).
- Maintain professional standards as set by the team at all times.
- Strong verbal and written communication skills, including the ability to receive and communicate critical health information from and to medical providers both internal to the agency and externally.
- Demonstrate effective organization skills and ability to multi-task in order to respond to multiple concurrent needs and evaluate daily operations to achieve desired outcomes.
- Strong ability to work effectively and directly with youth in care.
- Ability to work autonomously and serve as a positive representative of the agency in the community.
- Knowledge and use of basic medical terminology.

Physical Demands & Work Environment

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.

- Must be able to work a variable scheduling including evenings and weekends
- The following physical demands are required: Occasional sitting (up to 4 hours)
- Occasional standing (up to 1 hour)
- Occasional walking (up to 2.5 hours)
- Occasional driving (up to 8 hours)
- Continuous balancing (up to 8 hours)
- Occasional balancing, bending, stooping, climbing, kneeling, pushing, pulling, reaching forward or down, reaching overhead, running, and twisting (up to 2.5 hours)
- Weekly lifting up to 50 lbs. (community-based staff may be required to lift an empty wheelchair weighing up to 50 lbs.), 10-15 lbs. on a daily basis
- Weekly carrying up to 55 lbs. approximately 10-100 ft., 10-15 lbs. on a daily basis

- Manual dexterity is required, including the frequent ability to grasp in both hands and continuous use of fine manipulation skills in both hands (approximately 1-2.5 hrs.)
- Occasional exposure to dust, fumes, gases or chemicals is apparent.
- Protective clothing or equipment as required: Close toed shoes; Protective Shields, Universal Precaution PPE, Gloves for toileting and food preparation
- Ability to change positions as needed

$18.50 Minimum pay rate, $26.00 Maximum pay rate, based on experience.