FHS Administrative Assistant

Working title: FHS Administrative Assistant Classification title: Secretaries and Administrative Assistants Classification Code: 43-6014 Division: Client Health Services Program: Family Health Services Reports to: WIC Program Manager I FLSA status: Non-Exempt: Part or Full Time Schedule: Monday-Friday; 8am to 5pm Wage Range: $19.21 to $21.34 hourly depending on number of years of transferrable experience. Organizational Overview: Serving the Yellowstone County community and south-central Montana for nearly 50 years, RiverStone Health is an essential provider of personal and public health services. Health, Education, Leadership and Protection – HELP is what we do. From medical, dental and behavioral healthcare; home care and hospice; public health services like immunizations, WIC, health promotion and restaurant inspections; and educating the next generation of health professionals, our expertise spans all ages and stages of life. Underlying principles of access, affordability, compassion and quality in all interactions, RiverStone Health improves life, health and safety for all of the communities we serve. Division and Program Overview: Family Health Services consists of a team of nurses, parent educators and resource workers who provide medical and resource case management, pregnancy and parenting education and connection to routine and specialty medical care for pregnant people and families with infants and children up to the age of 18. Job Summary: This position provides administrative and customer support to the various Family Health Services Programs. Provides high level of customer service and performs routine administrative functions such as drafting correspondence, scheduling appointments, organizing, maintaining paper and electronic files, and providing information to patients in-person and over the phone. The work environment is typically fast paced. A. Administrative Assistant Services 50% Compassionate, friendly and professional customer communications in person, over the phone and in writing. Provide administrative and clerical services to support successful completion of projects, assignments, or program activities. Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals. Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs. Actively participate in supporting the goals, objectives and other organizational initiatives of the department or program. Clerical services include but are not limited to managing incoming and outgoing mail, ordering and dispensing supplies, operating office equipment, coordinate mailings, compose letters and emails, record and distribute meeting minutes, develop spreadsheets, maintain databases and electronic and paper filing. Manage time sensitive projects and meet deadlines in an accurate manner. Coordinate communications with supervisor(s), co-workers, and clients. Maintain confidentiality and respect for client privacy. Attend staff and educational meetings. B. FHS Administrative Assistant 45% Enjoys working with families with infants and young children. Displays flexibility in rotation of tasks and duties and in working through changes in policies and procedures. Maintains work and customer waiting areas in a manner that presents the program as welcoming, clean, sanitary and organized. Receives, schedules and assigns incoming Program referrals, including KidsFirst, Maternal Child Health, and Parents As Teachers. Continued follow up as necessary. Able to clearly communicate to current and potential clients the benefits of home visiting and a multidisciplinary team. Remain updated on referral resources for program applicants and clients to make and document said referrals. Assists in the collection of medical information, scanning and entering it into electronic medical records. Maintains patient charts, including preparing all necessary documentation for appointments, verifying Medicaid eligibility and reviewing documentation for completeness and accuracy. Monitors provider and resource schedules, assists in scheduling visits and follow-up visits for patients. Sends correspondence to families, referral partners and/or state as appropriate. Compiles and completes data entry in state data systems and medical records in support of home visiting programs. Non-Essential Functions/Other duties as assigned ≥5% Perform other duties as assigned in support of the RiverStone’s mission and goals. Education and Experience: Minimum Qualifications High School diploma or equivalent Any combination of experience and training which provide the equivalent scope of knowledge, skills, and abilities necessary to perform the work. Preferred Qualifications: Medical terminology training or experience Experience working with underserved population Experience working in a customer service environment Spanish speaking Certificates, Licenses, Registrations: Not applicable Knowledge, Skills, and Abilities: Computer literacy, including Excel, Outlook and Word. Knowledge of modern office procedures, practices and equipment. Ability to maintain a calm and positive demeanor during difficult client interactions. Ability to display non-judgmental and empathetic listening skills. High degree of detail-oriented skill level. Knowledge and understanding of protected sensitive patient health information (HIPAA) and confidentiality. Ability to work collaboratively and maintain a positive work environment. Ability to communicate clearly and accurately with supervisors, co-workers and customers. Ability to prioritize and perform a wide range of tasks under pressure of continuous interruptions. Ability to perform job duties with integrity and innovation to ensure completion and a high level of quality. Ability to understand and adhere to required administrative policies and procedures. Customer Service Excellence: Doing things right the first time Making people feel welcome Showing respect for each customer Anticipating customer needs and concerns Keeping customers informed Helping and going the extra mile Responding quickly Protecting privacy and confidentiality Demonstrating proper telephone etiquette Taking responsibility for handling complaints Being professional Taking ownership of your attitude toward Service Excellence. Supervision: None Physical Demands and Working Conditions: Work is mainly performed on a computer for up to 8 hours per day. Standing, bending, sitting Lifting up to 25 lbs. may be required Infrequent off-site travel May be expected to drive a vehicle which requires sitting, seeing and reading signs, traffic signals, other vehicles, etc. Travel occurs in all weather conditions, including extreme heat and cold. Create and maintain a safe/secure working environment by adhering to safety, security, and health requirements. Integrates injury, illness, and loss prevention into job activities by attending any necessary training and implementing best practices. Freedom to Act & Decision Making: Work is structured by regulations and established medical practices. Decisions directly affect the quality of services provided to the public. Communications & Networking: Work directly with other team members to provide quality customer service for patients and customers. Budget & Resource Management: Not applicable