Administrative Assistant

POSITION SUMMARY

The Administrative Assistant performs general administrative office assignments and functions as a communication link to and within the healthcare unit.

His / her responsibilities may include medical record keeping and timekeeping. 1. Process correspondence in a timely and systematic manner.

• Receive and route correspondence to the Health Services Administrator and other personnel within and outside the healthcare unit, as appropriate
• Prepare and send out-going correspondence
• Distribute meeting minutes and action item lists to committee members and other personnel as required.2. Answers healthcare unit phone and routes calls appropriately.

Takes phone messages as necessary.

3. Schedule meetings, appointments and work assignments to meet deadlines.

• Schedule meetings and appointments, and notify those attending
• Schedule contract physician hours as requested by Medical Director.
• Attend staff meetings; record and transcribe meeting minutes, and prepare action items lists.4. Assist the Health Services Administrator event planning.
• Prepare calendar to reflect scheduled events.
• Contact vendors and prepare for events as required5. Compile and prepare reports and documents.
• Assist with the preparation of payroll for all site employees as appropriate.
• Prepare clinical and operational reports for the HSA and Medical Director
• Compile projects and reports from other healthcare staff as assigned by the HSA.6. Classify and file all documents to be maintained in the office.
• Create a uniform filing system to ensure all necessary documents are kept in an organized manner.
• Protect confidentiality of information in written and verbal communications.
• Maintain compliance with HIPAA regulations7. Communicate effectively and demonstrate professionalism, respect, concern and courtesy in all interpersonal communications.
• Facilitate communication between the Health Services Administrator and other healthcare personnel by providing information concerning procedures, reports, directives and instructions in an accurate, concise, and timely manner.
• Interact with correctional staff positively and cooperatively
• Monitor supplies, maintenance of equipment, and other services.8. Adhere to Wexford’s policies and procedures to enhance the operation of the healthcare unit.
• Adhere to attendance policy
• Report to work on time
• Adhere to safety and security policies. OTHER DUTIES
• Maintains the confidentiality of all correspondence and files.
• Approaches change in a positive manner.
• Make suggestions for improving work conditions to the Health Services Administrator.
• Maintains composure in stressful situations.

Upon receiving the necessary training and / or instruction, performs other related duties as required or assigned. JOB REQUIREMENTS

The following requirements list the minimum to qualify. An equivalent combination of education and experience may be accepted.

LICENSURE : Not applicable

CERTIFICATION : Current CPR Certification

EDUCATION : High School graduate or GED certificate

EXPERIENCE :

• Minimum two (2) years administrative experience.
• Type a minimum of fifty (50) words per minute.
• Proficient in the use of computer, facsimile, scanner, and copying equipment.
• Proficiency in Microsoft Outlook, Word, Power Point, Excel, and Microsoft Access
• Correctional experience a plus

EOE / M / F / D / V 18781