Administrative Specialist (Part Time) - Manning - Foundation

El Rio Community Health Center•Tucson, AZ

1d•$18 - $26•Onsite

About The Position

The Administrative Specialist - Foundation is responsible for providing specialized administrative support of moderate to intermediate complexity and technical in nature that requires greater independent judgment and limited decision making for the assigned department, program, or unit and its varied operations. In this role the Administrative Specialist - Foundation may be required to fulfill various administrative functions and will possess specialized knowledge and experience working with the assigned department or program’s operations; with a comprehensive understanding of administrative operations the Administrative Specialist - Foundation may serve as an informational resource for the assigned operational area. The Administrative Specialist - Foundation in this position will perform all functions and responsibilities of the position at a location assigned by management. The Administrative Specialist - Foundation in this position typically works with intermittent supervision and review, and any work problems involving departures from standard policies, interpretations, or procedures are reviewed with the supervisor for direction and resolution. The incumbent will possess the knowledge and experience to provide resolution recommendations for problems, issues, or situations within the assigned area of responsibility. The primary goal of the El Rio Health Administrative Specialist - Foundation is to support El Rio’s Mission of providing comprehensive, quality health care that is affordable and accessible to all who may have healthcare needs, by successfully performing the primary essential functions.

Requirements

High School Diploma or G.E.D.
One (1) years’ experience in an administrative office
Level I fingerprint clearance card: current valid and in good standing or have applied for it within seven working days after beginning employment.
Employees in this position are required to have reliable transportation that can meet any operational reassignments of the organization during the workday. If an employee is driving during work hours, the employee is required to possess a valid driver’s license and must comply with Arizona vehicle insurance requirements.

Nice To Haves

Three (3) years’ experience in an administrative office, preferably in a healthcare environment. Preferred: experience in development, accounting, or bookkeeping.
Bilingual (English/Spanish) with the ability to speak, read and write in both languages.

Responsibilities

Performs all assigned administrative duties, tasks, responsibilities, and assignments supporting the department, program, or unit operations within established time frames; meeting established rates of performance for the quality and quantity of work for the position; demonstrating a level of self-initiative, quality, efficiency, and accuracy in the employee’s job performance that ensures the highest standards of excellence.
Maintains at all times organizational, employee, and/or patient confidentiality by controlling the environment and information being disclosed to authorized individuals ensuring compliance with all HIPAA and corporate compliance standards, as well as generally accepted human resources confidentiality standards.
Serves as a contact point and informational resource for a department, program, or unit administrative operations; tracking and ensuring that any issues, complaints, problems, or requests are brought to a timely and effective resolution.
Demonstrates the specialized knowledge, understanding, and technical skills of a program or departmental operations to complete all administrative duties, tasks, responsibilities, and assignments working with office equipment, operating systems, organizational programs, and/or business software, such as:
Working with organizational operating systems, programs, and/or business software ensures that data integrity standards and content are entered and maintained within departmental, program, or unit databases for effective operational use and reporting and performs data entry and processing.
Generates and distributes scheduled, or ad hoc, standardized system reports and/or summary information, as assigned or requested for distribution to department or program staff or other internal/external clients or representatives through utilization of available reporting programs linked to organizational databases, programs, or systems.
Gains and maintains an understanding of federal, state, and local laws; as well as all standards and requirements of organizational policies and procedures applicable to the program or departmental operation in order to support compliance of administrative operations with the respective regulations, standards, or requirements.
Provides administrative support to other staff members in the performance of their assignments and departmental operations supporting patients, visitors, employees, and internal/external clients or representatives:
Answers telephones, schedules appointments, and confirms appointments.
Operates general and specialized office equipment such as: computers, copiers, multifunction printers, or postal equipment.
Performs administrative projects, tasks, and duties, as assigned, or requested, such as:
Conducts research and compilation of data or information on assigned projects; creates professional level summaries and reports on the project; ensures objectives and deliverables of assigned projects are achieved and meets the defined standards.
Creates, modifies, and maintains departmental spreadsheets ensuring effective and optimal operational use and reporting.
Creates administrative files and performs ongoing file maintenance regarding record or file creation and retention.
Maintains office or departmental supply inventories, orders and tracks receipt of supplies, distribution, and usage.
Maintains departmental, unit, or program operational and/or equipment logs.
Performs the scheduling and coordination of assigned departmental, staff, and ad-hoc meetings; coordinating and scheduling room availability, creating and distributing agendas, taking, and transcribing meeting minutes, preparing and distributing information packets, while maintaining meeting records and documents.
Demonstrates an exceptional level of customer service; answering and responding to all incoming calls, emails, and inquiries in a timely and effective manner, responds to requests for support providing general information in response to inquiries; referring technical inquiries or complaints to the appropriate department member for resolution, when required.
Exemplifies “World Class” customer service experience working to resolve complaints and living the mission, vision, and values of the organization.
Consistently acknowledges and greets patients/visitors/clients in a warm professional manner by maintaining eye contact, and a friendly professional smile, serving as a positive role-model at all times.
Communicates effectively through written, verbal, and interpersonal skills as applied when interacting with patients or visitors, employees, and internal/external clients or representatives, successfully conveying and exchanging information in a positive manner.
As a team player, demonstrates self-initiative by being aware of the work environment in order to assist co-workers and others while maintaining and enhancing a respectful and positive attitude in the work environment.
Performs the processing, submission, and tracking of documents, such as: invoices, requisitions, or work orders within established limits and procedures; obtains appropriate approvals and completes submission of the respective documents to the correct department for payment.
When so assigned, gains, and maintains a proficient and comprehensive understanding of all organizational money handling policies and procedures, ensuring compliance at all times, while demonstrating a high level of accuracy and minimal error rate. Examples include:
Accurately handles all cash, checks, or bankcards for payment; completes check and bankcard transactions according to established procedures; collecting copayments and coinsurance amounts from patients, ensuring issuance of required receipts for all funds received and transactions.
Prepares daily account deposit documents, confirming all currency and deposit totals in compliance with all established cash handling policies and procedures.
Maintains sufficient amounts of change in cash drawer, balancing assigned cash drawer and receipts with consistently high level of accuracy at all times; documenting and communicating any discrepancies with a cash drawer balance.
Participates in a learning environment by being willing to learn from other employees, gaining new skills and knowledge to enhance and improve the quality of service provided to patients, visitors, employees, and all internal/external clients or representatives.
Employees must maintain their skill proficiency with El Rio operating systems and/or software programs by adapting to changing requirements and successfully learning and demonstrating new skills in response to software, system, and program improvements or upgrades.
Maintains a clean, safe, and hygienic work environment in compliance with all Policies and Procedures including but not limited to work areas, workstations, examination rooms, hand washing, infection prevention and control etc. for this position.
Demonstrates an understanding of and proficiency with the application of all compliance and reporting requirements respective to Joint Commission Certification (JCC) standards.