SENIOR OFFICE ASSISTANT

RESPONSIBILITIES :

The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.

• Maintain an accurate records processing system.
• Performs a variety of complex clerical tasks in support of department functions, including but not limited to establishing and maintaining files and maintaining computer record-keeping functions.
• Lead the Records Retention Governance Meeting to review and update on changes to records and provide guidance on when records can be destroyed within Public Health and offsite storage.
• Implement a strategic records management plan for assigned department including records retention and disposition schedules;

conducts the accurate and efficient retrieval and destruction of department-wide records, both on-site and through off-site vendor.

• Under supervision, prepare department records for destruction within legal guidelines that mandate retention.
• Recommend changes and improvements to existing standards, policies, and procedures; monitor work activities to ensure compliance with established policies and procedures.
• Log, review, process, request for destruction and keep accurate documentation of all requests, meeting review of records and monitor current policies contracts and agreements, including assigning numerical coding, verifying all contract and execution requirements, and electronic and hard-copy storage.
• Provide guidance to department on changes within the Records Retention.
• Scan documents in Laserfiche and / or Epic software program daily; performing quality control checks during the entire process.
• Manage duplicate process within the system and ensure that Epic HIMS is notified.
• Assist customers and other department employees by responding to questions.
• Resolves routine administrative problems and answers inquiries concerning office activities.
• Drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles.
• Maintains confidential medical records releases and related files.
• Maintains updated spreadsheets and submits monthly reports of all records maintained for department.
• Performs related work as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES :

• General knowledge of office and work unit procedures, methods, and administrative practices.
• Experience with MS Office Suite.
• Must have excellent organizational skills.
• Must be detailed oriented.
• Ability to plan and prioritize work to meet deadlines.
• Ability to work independently on assigned tasks.
• Ability to communicate effectively orally and in writing.
• Ability to learn and apply a variety of guidelines.
• Ability to work with the public and coworkers with courtesy and tact.
• Ability to screen communications based on predetermined guidelines to independently respond or route inquiries.
• Ability to record and compile information based on general guidelines.
• Ability to gather and give information and instructions regarding the work process or procedures.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS :

Requires High School graduation or GED equivalent supplemented by two years of office support, customer service, accounting, bookkeeping, or finance experience;

or an equivalent combination of education and experience.

PHYSICAL DEMANDS :

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

UNAVOIDABLE HAZARDS (WORK ENVIRONMENT) :

None

SPECIAL CERTIFICATIONS AND LICENSES REQUIREMENTS :

None

AMERICANS WITH DISABILITIES ACT COMPLIANCE :

Durham County is an Equal Opportunity Employer. ADA requires Durham County to provide reasonable accommodations to qualified persons with disabilities.

Prospective and current employees are encouraged to discuss ADA accommodations with management.

To further the mission of the Durham County Department of Public Health (DCoDPH) to partner with our community to advance health equity, protect the environment, and promote health and wellness for all, DCoDPH is implementing the employee vaccination and tuberculosis screening policies.

All DCoDPH employees are considered healthcare personnel (HCP) working in a health care setting with the potential for exposure to patients and / or infectious materials and, therefore, are required to comply and provide documented proof of the following :

• Measles, Mumps & Rubella (MMR) vaccination / immunity
• Varicella-Zoster Virus (Chicken Pox) vaccination / immunity
• Tdap (Tetanus, Diphtheria, Pertussis)
• Tuberculosis (TB) baseline screening within the last twelve (12) months prior to employment
• Hepatitis B vaccination / immunity only required for DCoDPH employees with potential Bloodborne Pathogen (BBP) exposures.

Identified DCoDPH HCP with potential Bloodborne Pathogen (BBP) exposure have an additional requirement for the Hepatitis B vaccination.

Required vaccination, serological testing to determine immunity, and baseline tuberculosis screening are available for all Public Health employees who elect to become DCoDPH patients upon request and at no cost.

Proof of vaccination and tuberculosis screening must be provided to Human Resources within seven (7) business days prior to the date of employment.