Administrative Specialist III (MEIHSS-HIM and Billing Support)

Administrative Specialist III

Under general supervision, provides specialized administrative and program support for MEIHSS health information management and billing activities. Maintains and processes health information, program records, and documentation necessary to support accurate records and billing processes. Provides a variety of general administrative and clerical support services to support MEIHSS departmental operations.

This is the third level of a four-level classification series. The Administrative Specialist III differs from other classifications in this series in that the incumbent performs technical and specialized office support tasks requiring the exercise of a moderate degree of independent judgment. Duties require a clear understanding and skill in program specific information and knowledge and differ from other classes in this series by the required use of basic accounting and mathematics.

Major Tasks And Responsibilities

This list is intended only to illustrate the various types of work that may be performed. The omission of specific statements does not exclude them from the position if the work is similar, related or logical assignment to the position.

• Maintains and processes health information and related program records; reviews documentation for completeness and accuracy and follows up on missing or incomplete information.
• Provides billing support by compiling, verifying, entering, and tracking information and supporting documentation necessary for billing activities; assists with routine reconciliation and discrepancy resolution.
• Maintains confidential health information and program records in accordance with established requirements for access, retention, release, archiving, and destruction.
• Provides specialized and/or technical program-specific information that requires interpretation of established policies, procedures and other relevant sources to internal and/or external customers/clients over the telephone, in writing and/or in person; may have to deal with sensitive and/or potentially volatile situations.
• Consults statutes, ordinances, contracts, regulations and other sources involving complex subjects and specialized terminology; summarizes information and prepares reports based on analyses of data and other information sources.
• According to established policies and prescribed guidelines, controls the proper maintenance, archiving, release, and destruction of vital records, exhibits and/or files that may impose severe consequences on the Tribe if mishandled.
• Establishes, maintains, verifies, codes, modifies, tracks and/or retrieves information and compiles data that may require information searches through files, contracts, policies, claims or computer files.
• Interviews internal and/or external customers/clients to establish program-specific documentation and/or identify services needed.
• Performs moderate numerical calculations involving accounts payable, accounts receivable, cashiering, reconciling accounts, monitoring expenditures, budgets or other applications.
• May generate responses to internal and/or external customers addressing complaints, concerns and problems of a controversial and sensitive nature that must be treated with a high degree of discretion, requiring a comprehensive understanding of the subject matter.
• Composes, drafts, types and/or word processes, proofreads and edits documents, contracts, and/or correspondence to ensure these conform to established program policies and/or procedures; may include legal, scientific and/or other specialized materials and statistical reports.
• Maintains, inventories, orders, collects and distributes supplies and/or equipment.
• May be assigned the orientation and/or training and at times make presentations.
• May attend and take minutes at meetings.
• May schedule meetings, make training and travel arrangements, and maintain calendars for supervisor and/or organizational unit/program.
• Because of the Tribe's commitment to community service and the well-being of its members, each employee may be expected to perform a wide range of office and field duties from time to time. Such duties may or may not be related to their regular responsibilities.

Education - Experience And Training For Position

Graduation from a high school or equivalent with course work in general office practices, and three (3) years of experience in an office, administrative, or related support position is required. Some assignments may require program specific certifications at a time set by the Tribe.

Preferred: Medical Billing experience

Specific Skills/Knowledge/Abilities Required For Position

Knowledge of: General office principles and practices, computer software applications relative to the position assignment, basic accounting and mathematics, conflict resolution techniques, operation of standard office equipment that may include typewriter, personal computer, copier, fax machines and multi-line telephone, program specific information, terminology and/or equipment.

Skilled in: keyboarding (speed required may vary according to position assignment), analysis and problem-solving, oral and written communication, including making presentations, organization and time management, customer service -- in person and via telephone (discretion, patience, etiquette, professionalism), interpersonal and human relations, following oral and written instructions, working independently, prioritizing workload and adapting to changes in work load demands, providing training, maintaining confidentiality on sensitive matters, following through on assignments as directed, conducting research on a specific work assignment.

Physical Requirements

Continuously uses vision. Frequently sits for long periods of time. Frequently talks and listens. Manual dexterity for computer work and routine paperwork. Occasionally walks and reaches with hands and arms. Occasionally lifts up to 25 lbs.