Medical Secretary

Salary: $21.41 - $28.79 Hourly
Location : Sheriff's Office: 1400 Big Lake Road, Council Bluffs, IA
Job Type: Full-time
Job Number: 2026-059
Department: Jail
Opening Date: 06/03/2026
Closing Date: 6/21/2026 11:59 PM Central


ANNOUNCEMENT & PURPOSE OF POSITION


Pottawattamie County Jail is accepting applications for a Medical Secretary to assist with daily operations. Responsiblefor providing administrative support service and assistance to the Medical Unit staff and Jail Administration in order to ensure the efficient operation of the medical unit.

ESSENTIAL FUNCTIONS
Provides administrative and clerical support services to the medical unit and jail administration personnel.

Compiles data for Monthly Statistical Data Report and ensure report is shared with the Jail Administrator every month.

Answers the telephone and greets individuals who come to the medical unit, takes messages, answers questions and refers individuals to the appropriate source of assistance.

Assists with the scheduling of appointments for departmental personnel; sets up designated areas for meetings and prepares appropriate materials.


Assists with the scheduling of contract physician, dentist, psychiatrist, etc. hours as requested.


Assist nursing staff with inmate-patient appointment scheduling appointments for both on and off-site appointments.

Perform all clerical duties related to the assembling and maintaining of medical records.


Maintain HIPPA Compliance with all medical related material. Assists with Release of information documentation (send, monitor for receipt, notify healthcare staff and scan into charts)

Retrieve medical information for all healthcare staff or clinics as requested. Directly responsible for pulling records and delivery for clinical use, re-file record upon completion of use.


File all medical information daily; Secures all active and inactive medical record information.

Prepares correspondence in a timely and systematic manner. Receive medical notes and route correspondence to appropriate personnel.


Types letters, reports, memorandums, etc.

Log data for statistical purposes and forward to Health Services Manager. Assists with the preparation of clinical and operational reports and documents as directed.


Record and transcribe committee and other meeting minutes and prepare action item lists and meeting minutes.

Assists Health Services Manager with the processing of claims, process all billing and performs basic bookkeeping functions. Ensures appropriate documentation is shared with the Jail Business Office Manager.

Monitors supplies, equipment and services required in the healthcare unit. Orders, receives, and maintains medical and office supplies.


Maintains active equipment inventory.


Receives, sorts and distributes departmental mail according to established procedures.

Operates standard office equipment in the performance of job duties, i.e. fax machine, copier, personal computer, calculator, etc.

Protect confidentiality of information in written and verbal communications.

Adhere to personnel policies to enhance the operation of the healthcare unit.


Regular and reliable attendance is required of this position. Employees are required to adhere to established work schedule and are required to report to work on time.

Adhere to safety and security policies and participate in disaster drills. Follows and enforces security regulations for keys, sharps, and controlled medications. Required to report safety issues and concerns to Health Services Manager in a timely fashion.


Establishes and maintains effective working relationships with supervisors, detention staff, inmate-patients, and members of the healthcare team.

Attend in-service training, seminars, and workshops to obtain and maintain skills as directed.
Perform other duties as directed or as the situation dictates
ESSENTIAL KNOWLEDGE, EXPERIENCE AND ABILITY
Knowledge of and ability to apply general office procedures and standard clerical techniques.

Knowledge of and the ability to learn and perform input and retrieval functions utilizing a variety of computer programs dealing with word processing, spreadsheets, databases and electronic health records.

Knowledge of and the ability to apply the English language and proper grammar, spelling and punctuation.

Knowledge of and the ability to utilize proper telephone etiquette.

Knowledge of and the ability to utilize basic bookkeeping skills.

Ability to learn and operate standard office equipment.

Ability to learn and apply facility and medical unit and divisional policies and procedures.


Ability to compose a variety of correspondence, memoranda and other documents using independent judgment based upon knowledge of departmental policies and procedures.

Ability to maintain departmental records, to compile information and prepare accurate records and reports.

Ability to maintain confidentiality of all departmental communications, documents and correspondence.

Ability to communicate effectively, both orally and in writing.

Ability to understand and follow both oral and written instructions.

Ability to establish and maintain effective working relationships with supervisors, detention officers, inmate-patients and members of the health care team.

Ability to work independently, plan and organize a personal work schedule, set priorities and meet established deadlines.

Ability to type accurately using a personal computer.
ESSENTIAL EDUCATION, CERTIFICATION AND/OR LICENSES
Must be at least 18 years of age and possess a high school diploma or GED equivalent. One (1) year of experience with medical records is preferred.

Possession of a valid driver's license is preferred.

Selected applicants are subject to, and must pass, a full background check and employment physical which includes a drug screen.
Pottawattamie County provides a wide range of employee benefits to support health and well-being, and work/life balance. Benefits can vary depending on collective bargaining agreements. Pottawattamie County's competitive benefit package includes:

• Health, Dental, Life & Long Term Disability Insurance
• Voluntary Vision Plan
• Iowa Public Employee's Retirement System (IPERS)
• Paid vacation days
• 11 paid holidays
• Paid sick leave
• Worker's Compensation
• Employee Assistance Program