Office Assistant II Health Department

Job Title

This position is responsible for greeting visitors and patients; determining the reason for the visit; securing patient information and signatures on required documents; and establishing methods of payment for services. This person also asks, receives, and accounts for payments, handles incoming calls, and performs other office duties as directed.

Works under the general supervision of the Director of the Health Department, Nursing Supervisor, Office Manager, and WIC Supervisor. Supervision is not normally a responsibility of positions in this classification.

Essential Functions

The following description of duties may not be all inclusive and other duties may be assigned at the discretion of management.

1. Greets visitors and clients in a friendly, competent, professional, and informed manner.
2. Eases any concerns or distress clients may exhibit during the intake process.
3. Determines reason for the visit, gathers client information, and secures signed documents according to individual program policies and procedures. This may include completing prescreening when applicants inquire about eligibility for participation for WIC services.
4. Ensures WIC participants understand their rights and responsibilities prior to signing the Participant Signature form and offers the opportunity to register to vote to adult participants at each certification, recertification, and when an address changes occurs.
5. Responds to questions with timely, accurate, and complete information.
6. Schedules client appointments per each individual program scheduling policy.
7. Responsible for appointment reminders at least 24 hours before scheduled appointment.
8. Requests, schedules and completes documentation of WIC participants transferring from other state WIC offices.
9. Responsible for maintaining and updating client record information.
10. Determines the client's method of payment and secures insurance information, as needed.
11. Asks, receives, and accounts for payments and donations.
12. Provides assistance to programs within the scope of the OAII role, including communication, mailings, phone calls, contact tracing, outreach, scheduling, and documentation.
13. Provides assistance to Vital Records program, including processing birth and death certificates, appointments, printing, mailing, and registering documentation.
14. Provides assistance to Accounting Specialists to help with accurate billing, clinic forms, scanning, inventory, and quality assurance.
15. Applies the LHD's Hardship Policy, as appropriate.
16. Answers and redirects incoming calls, as appropriate.
17. Responsible for mailing and postage of outgoing mail daily.
18. Complies with HIPAA and other regulations and requirements. Responsible for confidentiality and security of all records.
19. Completes daily checklist of duties and coordinates tasks with coworkers to ensure all work is done on time.
20. Assists in inventory and ordering of supplies and materials as needed.
21. Maintains a clean and safe environment per cleaning guidelines, including cleaning exam rooms, bathrooms, reception, and office space.
22. Assists with policies and procedures updates as needed.
23. Follows all MCHD policies and procedures.
24. Is familiar with the use of the specific program policies and procedures, including the Oregon WIC Program
25. Employees must arrive and be ready to work on time with an average of 80% punctuality each week.
26. Courteously meets and deals effectively with other employees, department heads, outside agency personnel, and the public.
27. Regular physical attendance at the employee's facility is required.
28. Attends staff meetings and reads minutes and follow up with supervisor if meetings are missed.
29. Reads emails, chats, and notes and listen to voicemails to maintain effective communication.
30. All staff are responsible for maintaining a clean and safe environment and will assist with building maintenance.
31. Takes part in staff and program meetings.
32. Mandatory participation in MCHD response to public health emergencies and outbreaks and preparedness drills and trainings, which may involve after hours.

Qualifications

High school graduate or equivalency with two years clerical experience or a satisfactory combination of experience and training that would demonstrate possession of the requirements of the position. Bilingual in English and Spanish preferred. Must be flexible, able to embrace and implement change, and willing to request payment for services.

• Prior reception experience, especially in a healthcare setting
• Bilingual language skills

Knowledge, Skills & Abilities

Knowledge of: Working knowledge of Windows personal computer, Microsoft Word and Excel. Knowledge of medical terminology

Ability to: Interact effectively in a supportive manner with clients, visitors, coworkers, and community partners. Ability to work both independently and as a team member. Ability to organize and prioritize responsibilities.

Skills in: Effective oral and written communication, including phone skills and etiquette. Touch typing/keyboarding and touch 10-key, with both speed and accuracy. Attention to detail and adherence to established policies and procedures. Problem-solving skills.

Benefits

• PERS Retirement
• Medical, Dental & Vision - Blue Cross Blue Shield
• County pays 85% of premium on Medical, Dental, & Vision
• Employee Assistance Program
• Medical and Dependent Care Flexible Spending Accounts
• Deferred Compensation
• Employer paid basic life and AD&D
• Sick Leave - 1 day a month
• Vacation - 12 days a year accrued starting after 6 months
• Personal leave
• 11 paid holidays